Importing Questions From a File

If exam questions are stored in Word or other word processing softwares, users can copy and paste the information and bulk import questions to Elentra. Specific formatting is required.

• Navigate to Admin > Manage Exams.

• Click on ‘Questions’ from the left sidebar Manage Exams section.

• Click on the Import sub-tab.

• Select a destination folder from the dropdown menu.

• Paste in the question(s) text. Note that specific formatting required.

• Question type is required for each question.

  • To format your question types, begin with “type:” followed by a space and then one of the following question type codes:

    • mc_h for Multiple Choice Horizontal

    • mc_v for Multiple Choice Vertical

    • short for Short Answer

    • essay for Essay

    • match for Matching text Text

    • mc_h_m for Multiple Choice Horizontal (multiple responses)

    • mc_v_m for Multiple Choice Vertical (multiple responses)

    • fnb for Fill in the Blank

• You can also indicate the following information for any question, although it is optional:

  • description (this is short description or title of the question)

  • rationale

  • correct_text (this can be used for short answer or essay questions)

  • code 


  • locked response(s) - this allows you to lock a response option on a question if you intend to randomize question response options when you post the exam

  • curriculum tags - this allows you to import curriculum tags with your questions.

    • To import curriculum tags you must know the curriculum tag id. Ids can be found in Admin > Manage Curriculum. When you open a curriculum tag set, toggle to the table view of curriculum tags (use icons beside 'Add Tag'), and if ID is not a visible field, add a column by clicking the columns selector (under the Import from CSV button) and adding the ID column.

Example: 1. Which are vowels? a. a b. e c. i d. All of the above answer: d type: mc_v folder: /some/folder locked: d curriculum_tags: 3454, 3421

Formatting Requirements for Additional Question Types

Each question shows the minimal amount of information required. It is recommended that you also provide description, rationale, etc.

Multiple Choice Vertical Multiple choice vertical questions have a type of "mc_v". They include one or more answer choices, and an attribute "answer" for the letter of the correct answer. An example is shown below.

1. What is your favorite color? a. red b. green c. blue

answer: a type: mc_v folder: /some/folder

Multiple Choice Vertical (multiple responses) Multiple choice vertical questions with multiple responses have a type of "mc_v_m". They include one or more answer choices, and one or more "answer" attributes for the letter(s) of the correct answer(s). An example is shown below.

1. Which of these are blue? a. sky b. ocean c. trees

answer: a answer: b or answer: a, b type: mc_v_m folder: /some/folder

Multiple Choice Horizontal Multiple choice horizontal questions follow the same format as multiple choice vertical, but with a type of "mc_h". They can have 5 answer choices at most. An example is shown below. Note that questions presented in horizontal view to learners will not have the strikethrough feature available when learners take an exam.

1. What is your favorite color? a. red b. green c. blue

answer: a type: mc_h folder: /some/folder

Multiple Choice Horizontal (multiple responses) Multiple choice horizontal questions with multiple responses have a type of "mc_h_m". They include 1-5 answer choices, and one or more "answer" attributes for the letter(s) of the correct answer(s). An example is shown below. Note that questions presented in horizontal view to learners will not have the strikethrough feature available when learners take an exam.

1. Which of these are blue? a. sky b. ocean c. trees

answer: a answer: b or answer: a, b type: mc_h_m folder: /some/folder

Short Answer Short answer questions have a type of "short" and require only the question stem although it is recommended to provide correct text and rationale. An example is shown below.

1. Where is your favorite color? type: short folder: /some/folder

Essay Essay questions have a type of "essay" and require only the question stem although it is recommended to provide correct text and rationale. An example is shown below.

1. What is your favorite color and why (3-5 sentences)? type: essay folder: /some/folder

Matching Matching questions have a type of "match". They have one or more answer choices, one or more item stems, and the same number of correct answers as item stems. The answer choices are shown as options for each item stem. The item stems are a piece of text or a question that corresponds to one of the answer choices. The correct answer for an item stem is identified by the answer choice's letter. The correct answer attributes are assumed to be in the same order as the item stem attributes. An example is shown below. Note that when learners answer this type of question the system does not automatically eliminate responses (i.e., a learner can put answer c as a match for multiple stems). When scoring a matching question the system uses an all or none system (for questions where you can give partial scores use multiple choice, multiple responses).

1. This is the matching question stem. a. This is the first answer choice. b. This is the second answer choice. c. This is the third answer choice. item: This is the first item stem, its correct answer is choice C. answer: c item: This is the second item stem, its correct answer is choice A. answer: a type: match folder: /some/folder

Text Text questions are not questions at all; they are generally used as instruction text for further questions. Text questions have a type of "text" and require no other special attributes. An example is shown below.

1. The next three questions cover the following scenario: A patient arrives at your family medicine clinic at 2:30 on a Friday afternoon... type: text folder: /some/folder

Fill in the Blank Fill in the blank questions have a type of "fnb". The blanks are indicated by the string "?" in the question stem. Fill in the blank questions can have an "answer" attribute for each blank indicating possible correct answers for that blank; the possible correct answers are separated by pipe characters, "|". These "answer" attributes refer to the blanks in order. An example is shown below, in which the first blank has possible correct answers of "woodchuck", "beaver", or "marmot", and the second blank has possible correct answers of "woodchuck", "hamster", and "groundhog".

1. How much wood could a ? chuck if a ? could chuck wood? answer: woodchuck|beaver|marmot answer: woodchuck|hamster|groundhog type: fnb folder: /some/folder

ℹ️ Important Notes on Changes to Question Management

Labels (formally known as Folders)

Labels replace the folders that previously stored questions.

• Question folders that already existed in an installation of Elentra will be migrated to become a Label. (You can also create new Labels as needed.)

• Permissions that were on an existing folder will be applied to the corresponding Label created during migration.

• More than one label can be applied to a question. That means that if you want to associate a question with more than one specialty, more than one body system, or more than one topic, labels lets you do that.

Associating a question with a course.

You can avoid creating Labels for courses by instead just associating a question with a course.

• If a question is assigned to a course, by default, course contacts for that course (e.g. Course Director, Curriculum Coordinator, Program Coordinator, Associated Faculty) will have access to all questions associated with the course.

• You can associate a question to one or more courses and/or one or more labels.

Question Assessment Types (Summative and Formative)

These categories will be applied in future when exams you create must be flagged as Summative or Formative. You'll only be able to apply Formative questions to Formative Exams, and Summative questions to Summative Exams.

• All migrated questions from existing Elentra installations will become Summative.

Question Status (Draft, Published, etc)

Users can designate a status (this allows for the creation of Draft questions which can later be reviewed and published).

• System statuses like Draft/Publish can only be changed by the appropriate action, not on the Status tab. Selecting either Draft/Publish will always create a new version.

• Multilingual schools can utilize statuses like "Translation Requested", "Translation Approved", etc.

• Users can use a "Review Status" such as "Requested", "Approved", etc.

Enhancements to Multiple Choice, Multiple Response

Enhances functionality of multiple choice multiple responses questions to support weighting different response options.

Ability to Copy an Existing Question

Users can now create a duplicate copy of an existing question

Enhancements to Deleting a Question

Users can now retire a question, allowing for better management of long-term question banks.

Default Permissions

The new Question Management feature handles permissions via two methods: course association and label association.

Course Associations Any course contact will be able to access questions that are associated with that course.

• Note that Course Contact access to questions is controlled through the access control list (a database table in Elentra) so that it can be configured for an institution's need. For example, you could adjust things so that Associated Faculty have the ability to save drafts of questions/groups, but not publish them.

Label Associations Labels are built in Elentra and you can associate individuals with one or more labels. For each association you make, you can control whether the user can read or write questions, groups and exams (in this case groups refers to question groups).

Labels Management

Question Index

When you click on the Questions tab you will now land on the Question Index page. From this page you can search for questions by typing in a word, and you can apply multiple filters to refine your search.

When viewing results, card view will show you the question text and responses along with an option to see more information at the bottom of each card.

List view will let you see more questions in a smaller field and get a quick overview of their status, associated groups, assigned curriculum tags, application to exams, and more.

Search and Filter

The search and filter options have been expanded to improve functionality and user experience.

Search query can target any visible field. Therefore, if you are showing additional columns via the "Columns" button, search queries will include those additional columns allowing for more granular ability to see only what you want to see.

Filter options greatly expanded and now include Label, Date, Type, Author, Exam Usage (allows you to pick a specific exam and see the questions used), Course, Group, Retired, Status, Curriculum Tags, Assessment Type. Filters allow for more than one selection at a time allowing more granular ability to scope the returned question items to be exactly what you need.

Each time you pick a category from Filter By (e.g. Question Types) you'll then be able to select your specific filters (e.g. Multiple Choice). One exception to this is the Retired option (it will just show you retired questions or all questions).

Currently applied filters are displayed as badges, and can be cleared by selecting the x beside the individual badge, or via the Clear All Filters button.

Enhanced Navigation Experience

The following enhancements have been made to both the table and card view of the index:

• Paginated screens have controls to display how many can be displayed, and the ability to jump to first and last pages

Table View

In Table View you can control which columns to show for your filtered questions via the "Columns" button.

Card View

The Card View will allow you a preview of the question as it might appear to learners, the ability to view more information about specific questions and the ability to show or hide the correct answer.

Status

Question Status is a new field. You can now create questions in draft mode and request that they be reviewed. This allows for careful oversight of all questions before they are published.

Currently you do not set a specific reviewer per question. Instead you can filter by status to find questions that require attention.

Additional icons will show a question's Review status:

You can Ability to set status on multiple questions by checking the question you'd like to edit and selecting: "Set Status".

Data Visibility

The Question Index user interface has been improved to include more data in a more visible state. This includes:

• Associated Groups

  • See groups this question belongs to and click edit to quickly go edit a group

• Associated Exams

  • You'll see the total question count, a count of any existing posts, and take the exam in a preview mode; each of these will link you to another tab.

• Associated Exam Types

• Associated Curriculum Tags

Click on the count for each entity to see more detail about a question.

Batch (aka Bulk) Index actions

When viewing the question index you can make changes to multiple questions at once to enhance productivity when using the Question Index. These actions include:

• Group questions

• Set status

• Set course

• Set curriculum tags

  • This process will open the curriculum tag selector and show you the tags already assigned, which question is assign with which tag.

  • Tags added will be applied to every question selected via checkbox

  • You are able to un-assign tags via this method as well

• Reactivate retired questions

Add Question

When you build a question through the user interface, you will now walk through several tabs to add the required information.

Copying a Question

From the Setup or Details tab of an existing question you now have the option to create a copy of that question.

When viewing the Question Text on the Details tab, the Question Text will be prefaced with "Copy of." The newly created copy will automatically be given draft status and will maintain the existing details and tags.

Remove a Question from the Bank

Retired Questions

Retiring a question is a new type of system status for questions. It allows you to prevent a question from being attached to new exams or being used in new exam posts when attached to existing exams. These are the features of a retired question:

• Not eligible to any new exam

• Excluded from new posts of existing exams

• Has a comment field when retiring as to why something is being retired

• Filtered out from the question index unless you opt to filter to view retired questions

• Can reactivate retired questions and then will become available for use on exams again

  • Filter question bank to show retired questions

  • Check off the questions you want to reactivate

  • Click Reactivate (at bottom right)

Deleted Questions

Deleting a question works the same way it did previously in Question Management. Only a question not attached to any existing exams can be deleted, otherwise we recommend Retiring that question. Deleting a question will remove it from a Question Group.

Question Versions

Question versions have been expanded to be clearer and more useful in the new Question Management feature. However, the inclusion of a draft mode and review statuses will hopefully reduce the number of errors, and thus versions over all.

Versions listed in the modal will let you preview the previous version to be better able to compare what changed. Reverting to a previous version will create a new version based on that previous version, thereby preserving the complete history of a question.

Creating a new version of a question is as easy as making a change on a question and publishing or saving that version as a draft.

Labels

In this updated version of question management, labels replace folders. Like folders, labels can be associated with specific users to give those users access to questions assigned that label. More than one label can be assigned to a question which gives you maximum flexibility in identifying who questions from your bank are used (e.g. associated with a course and a specialty topic and something else as needed).

Label Index

The Label Index allows you to easily search and filter labels attached to exams & questions. You can decide which columns are visible (searchable).

Deleting a label will remove it from any associated questions and remove any permissions associated with that label.

New Labels

To create a label

1. Give the Label a name

2. Optionally give the Label a description

3. Specify the users that should be given permissions for anything associated with this label

4. For each user set if they should have Read Only or Read and Write permissions.

The use of labels extends any existing ACL rules for a question. If a question has both a course and label applied Elentra first uses the course contacts table, if fails to authorize at course level, it will check label and grant access as appropriate.

If labels have conflicting permissions and one question is tagged with both, the permissions are cumulative (so a user will get their highest permissable access).

Groups Index

The Question Groups interface has been re-done to mimic the features and experience of the Question Index. This includes the ability to search and filter with increased granularity (including the ability to filter by assessment type, language, course, exam, updated by author and updated date). You can also choose which columns are visible, thus searchable.

Add Question Group

Add Exam

Exam Setup

The Exam Setup tab has received an interface refresh and now includes the ability to set Exams as Summative or Formative.

You can also specify an Exam Type, this is to support future enhancements of the Exam Management system and does not currently appear anywhere else in the system.

If your school supports multiple languages, you can specify what languages this exam is intended to support, this will assist you by automatically filtering out any questions that shouldn't apply to your exam.

Add Questions

When adding a question to an exam you will now use the Question Index, it will allow you to search and filter as normal.

To add a question you select all the questions intended and then select "Attach Questions". To add a group, select "Show Groups" on a Question and then select Attach.

The first step to using the exam module is to create questions or to create an exam. You can create questions while creating an exam, but if you have a large number of existing questions to import, it may be more efficient to import all questions and then create an exam. For more information on importing questions, please see the Exams>Importing Exam Questions help section.

Before you can create an exam, you should first create folders in which to store exams.

How to manage exam folders

• Only users with Admin roles can create exam folders. This is by design to limit the duplication of folders and promote consistent methods in storing exams. Note that non- Admin users will be able to add exams to existing folders.

• Navigate to Admin>Manage Exams and click 'Exams' from the left sidebar.

• If a new folder is needed, click 'Add Folder'.

• Complete the required information, noting the following:

• Click 'Select Parent Folder' if you want to create a subfolder within an existing folder. The permission settings of the subfolder will automatically match the permission settings of the parent folder. Click on the desired parent folder and click 'Move'. Folder Text: Provide the folder title here. This will display when you click 'Exams' and see a list of folders. Folder Description: You will only see this if you open the folder to edit it. Folder Color: The system requires you to select a colour.

• Click 'Save' to create the folder.

• To copy, delete, edit and manage folder authors, or move a folder, click the gear icon to the right of the folder name. You will only have the ability to do this if you created the folder or are listed as a folder author.

• To add permission for other users to access a folder, select the user type (individual, organisation, or course), begin to type in a name into the search field, and click on the name you want. The selected user will appear in a list below. To remove a permission, click the red x beside a name. If you make a folder accessible to an organisation, anyone in that organisation with access to the Exam module will be able to access the folder. If you make a folder accessible to a course, anyone listed in the course contacts section of the course setup page will be able to access the folder.

• Hide the list of exam folders by clicking on the eye icon beside the Add Folder button.

• Click on a folder to view its subfolders.

How to create an exam

• Navigate to Admin>Manage Exams.

• Click on ‘Exams’ from the left sidebar Manage Exams section.

• Click ‘Add Exam’ to create a new exam.

• Provide an Exam Name, select a folder and click ‘Add Exam’.

• You will be directed to the exam question page where you can add questions to the exam.

• If you'd like to add permissions to the newly created exam, you can do so under the Information and Settings tab for the exam. Note that an exam will automatically inherit the permission settings of the folder in which it is stored.

How to add questions to an exam

• After creating an exam, you'll automatically be redirected to the Questions tab. If you've navigated away from Questions, click on the Questions tab to return.

• To add existing questions, click 'Add Individual Question(s)'.

• Adjust the question folder settings as desired. You can quickly select all questions within a folder by clicking the checkbox between the eye icon and the Actions dropdown menu. Note that the Advanced Search function is also available to help you locate desired questions.

• Choose questions to add to the exam by clicking the checkbox beside each desired question and then clicking 'Attach Selected'. You should see the questions you chose show up in a list beneath the Exam Questions header. Also note that the Exam Data tracker in the bottom corner of the screen will reflect the total questions and points.

• To create a new question while creating an exam, click 'Add Individual Question(s)', then click the down arrow beside 'Attach Selected' and choose 'Add and Attach New Question'.

• Create your question (see instructions for creating questions in another section) and save it. This will add the new question to the exam and create a new entry in the Questions folders.

How to add existing grouped questions to an exam

• When working in the exam module as with an admin role or pcoor role you will be able to add an individual question that is part of a Grouped Q and then replace that question with the entire group.

• You can identify a question that is part of a Grouped Q because it will have the small chain or link icon at the far right.

• There are two ways to add a Grouped Q to an exam.

  • Click on the chain icon from the screen you see above and you'll be prompted to add the grouped item to the exam. If a question is part of two different groups you'll be able to preview the questions in each group and select the one you want.

  • Click on the checkbox beside an individual question to add it to the exam as you normally would. After that individual question has been added to the exam, click on the chain icon and you will be prompted to either click the group title to view additional questions in the group, or click 'Replace with Group' to substitute the full group of questions for the single question already added.

• Once a Grouped Q has been added to an exam remember that the questions will appear with a blue border around them.

How to add free text or a page break to an exam

• You can add free text space to an exam to provide instructions or additional details.

• You can add a page break to an exam and when you create the exam post you'll have choices about how to display questions. One of the display options relies on page breaks.

• To add either option, click on the down arrow beside the ‘Add Individual Question(s)’ button.

• Select the item you want to add by clicking on it.

• Note that any text entered into a free text space must be saved by clicking the Save button withinthe free text card. Find the Save button in the top right of the free text item beside the eye icon.

How to manage questions on an exam (group, reorder, delete and versioning)

• When creating an exam, you can group questions which will always keep the items in the group together, even if the question order is randomized. (Note that you can also create Groups Qs when creating questions if you have admin role permissions. Any user can add a previously created grouped question to an exam.)

• To create a grouped question from an exam, click the checkbox beside each question you wish to include in the group, and then click on 'Question Actions'. Select 'Group Questions' and provide a group name when prompted and click 'Save'. Note that you can click an additional button in the popup window to add the selected questions to an existing question group. If you choose to do so, select the existing group from the dropdown menu and then click 'Save'. The questions you group together need to be stored in the same folder to successfully group them on the exam.

• On an Exam Question page, grouped items will appear together with a blue border. Grouped questions will remain together, and in order, when an exam is posted, even if the other exam questions are randomized.

• There are two ways to reorder questions on an exam. In the list view of questions you can also type in the desired question order in the second column, then click ‘Reorder’ to save your choices. In the card view of questions, click on the crossed arrows beside each question to drag and drop it to the desired location. Remember you will have the option to randomize the order of questions when an exam is delivered.

• To delete questions from an exam before it has been posted, click the checkbox beside each question you wish to delete and then click on 'Question Actions'. Select 'Delete Questions' and the question(s) will be removed from the list.

• Note that you'll have a blue message bar alerting you to whether any questions have been updated and has new versions available. You can choose to Update All questions or look at individual questions via the table or list view and see which have their forward back arrow icon blue. If it is blue it means you are not using the most recent version of a question. Click on the forward back arrow for any question to change which question version you want to use on this exam.

• Also note that when viewing a list of exam questions the options available will depend on the question permissions. Not every user will be able to edit every question. Users should be able to see a preview of the question, view any linked questions (e.g., those in a group), move questions and view versions if applicable.

How to copy an existing exam

• After an exam is posted and taken by learners it cannot be edited so copying it will be necessary if you want to edit and reuse the exam.

• Navigate to Admin>Manage Exams.

• Click on ‘Exams’ from the left sidebar Manage Exams section.

• Search for and click on the name of the exam you want to copy.

• Click on 'Exam Actions' and select Copy Exam.

• Confirm your choice by clicking 'Copy'.

• Adjust the exam questions as needed.

• Click on the Information and Settings tab to adjust the exam title as desired.

How to preview, print, and export a Word version of an exam

• Navigate to Admin>Manage Exams.

• Click on ‘Exams’ from the left sidebar Manage Exams section.

• Search for and click on the name of the exam you want to preview, print, or export.

• Click on 'Exam Actions' and select the appropriate action.

• If you are previewing the exam you can choose to enable the calculator or self-timer to mimic the learner view.

• If you are printing the exam you can customize which fields you include in the printout. Use the selector menu in the left sidebar to select what you want to include and set some other parameters and then click 'Print'.

Migrating responses from ExamSoft into Elentra allows you to record learner performance on past exams delivered through ExamSoft in Elentra.

Export from ExamSoft

• Export your learners results from ExamSoft with the following settings as a CSV file.

• If your exam does not have essay questions, you can uncheck the Essay Responses category.

Importing Exam Taker Results

• From the main page, click to update any questions then proceed to the Posts section.

• Create a post of this exam and associate it with a learning event for the cohort that wrote it. (Review the exam posting section for more information).

• Once your questions have been imported, return to your Exam Dashboard through the Exam menu located in the collapsible left-hand side bar.

• Click on the title of your imported exam to open it.

• Go back to the Questions section and select the Migrate Responses tab.

• Browse for and select the CSV of the learner results and then click Import Responses.

• This can take a few minutes to complete if there are many questions and learners.

• Once the results have been imported, the post will be updated so learner results can be reviewed and reports can be generated for the exam.

Elentra Exams allows users to create and store a variety of assessment items (e.g., multiple choice items, essay questions, matching items, etc.), import existing assessment items (from text documents or ExamSoft), create and post exams, have learners complete exams in a secure online environment, allow faculty to grade exam questions, and report on exam results.

While the module is called Exams it can be used to deliver quizzes or other knowledge-based assessments. To complete performance based assessments, please see the.

At a high level, Exams allows you to:

• Create a bank of exam items that can be assigned curriculum tags

• Group items together into exams (items can be used on multiple exams) and define points for each item

• Configure settings for an exam including randomization of questions, and the format of question delivery (e.g., one question per page)

• Deliver an exam to learners by posting it to a learning event

• When creating an exam post you can further define things like the time limit for an exam, availability of tools like a calculator and self-timer for learners to access, set learner accommodations, set security options, configure how you'll release scores and feedback to learners, etc.

• Add graders to an exam post so they can grade short answer and essay questions

• Link an exam to a gradebook assessment so a course gradebook is automatically populated once an exam is complete

Access to the Exam Module

Most faculty and staff users can access Exams by navigating to Admin > Manage Exams. Faculty have read access to all items, but writing questions is limited to faculty directors, staff:admin and staff:pcoor users. Note that only users with medtech:admin permissions can migrate questions from another exam software tool.

There is an account option to allow for a student user to be a 'Student Admin.' This allows for a student to access Manage Exams, but they only have access to question folders where they have permission as a folder author. To set up a student as a Student Admin, navigate to Admin>Manage Users, select the user, and in the Account Options section, set the Student Admin field to 'Yes'.

Exam Dashboard

From the Exam Dashboard, users will see recent exams to which they have access, and any exams to grade (click on either tab to switch screens). Recent Exams will show exams from the previous 30 days. Access Questions or Exams from the Manage Exams card on the left sidebar.

In order to use Safe Exam Browser to deliver your exam, on Step 2 (Settings) tab of the Exam Post wizard for your exam, ensure that you have indicated that an Exam Security Mode is required. If you select this, the Exam Post wizard will require you to complete Step 6 (Security) after completing the other steps.ab Installation

The history tab of an exam page provides you with an overview of who created and edited the exam over time. The History tab will be accessible to any user with permission to access the exam.

Exam items include the questions, prompts, etc. that are included on an exam. Items are stored in folders and can be created through the Questions tab, while creating an exam, or can be imported. To allow other users (e.g., faculty:director, staff:pcoor) to access questions to edit them or use them on exams, you must add permissions to the question folder or question. This is done after the folder or question is created.

A reminder that by default in Elentra all faculty have read access to exam questions.

How to manage question folders

• Only users with Admin roles can create question folders. This is by design to limit the duplication of folders and promote consistent methods in storing items. Note that non admin users will be able to add questions to existing folders.

• Navigate to Admin>Manage Exams and click 'Questions' from the left sidebar.

• If a new folder is needed, click 'Add New Folder'.

• Complete the required information, noting the following:

• Click 'Select Parent Folder' if you want to create a subfolder within an existing folder. The permission settings of the subfolder will automatically match the permission settings of the parent folder. Click on the desired parent folder and click 'Move'. Folder Text: Provide the folder title here. This will display when you click 'Questions' and see a list of folders. Folder Description: You will only see this if you open the folder to edit it. Folder Color: The system requires you to select a color.

• Click 'Save' to create the folder. You will be redirected to the list of folders but in the dialogue box that pops up you can also click to go to the Edit Folder page and add permissions to the folder.

• To copy, delete, edit and manage folder authors, or move a folder, click the the gear icon to the right of the folder name. You will only have the ability to do this if you created the folder or are listed as a folder author.

• To add permission for other users to access a folder, select the user type (individual, organisation or course), begin to type in a name and click on the name you want. The selected user will appear on a list below. To remove a permission click the red x beside a name.

• Hide the list of question folders by clicking on the eye icon beside the Add New Folder button.

• Click on a folder to view its subfolders.

Folder and question permissions and authors

By default, all faculty can view all exam questions, however they can not edit them.

Staff:admin, staff:pcoor and faculty:director users can add and edit questions. They can also work with questions written by others as long as they are given access to the appropriate questions/folders.

• If you make a folder accessible to an organisation it means anyone in that organisation with the ability to write/edit exam questions (e.g., staff:admin, staff:pcoor and faculty:directors) will be able to do so in that folder.

• If you make a folder accessible to a course, anyone listed in the course contacts section of the course setup page and who has the ability to write/edit exam questions will be able to access that folder.

If a folder has an author permission set, questions created in that folder will inherit the same author permission settings.

The types of questions supported by Elentra

Elentra currently supports a variety of question types: Multiple Choice (vertical and horizontal – use ‘multiple responses’ to allow for multiple correct answers), short answer, essay, matching, text, and fill in the blank. Different question types have different templates for their layout.

Notes on question type use:

• A text question can be used to provide instructions.

• Questions presented in horizontal view to learners will not have the strikethrough feature available when learners take an exam.

• Currently essay questions and short answer questions are treated slightly differently in the Learner Feedback Report (available after an exam is completed). Essay questions will show the complete response, while short answer questions will be cut off. We are working on addressing this for our next release.

How to create questions

Within a folder, users can manually add individual questions, import questions in bulk through a free text box, or migrate questions, images, and responses from another exam management tool (this last tool is only available to Medtech Admins). This section addresses how to manually create individual questions; please see additional tabs for information on importing questions. Note that the system stores a record of who created a question and displays this information in the question detail view.

• Navigate to Admin>Manage Exams and click 'Questions' from the left sidebar. You will automatically be working under the Questions tab.

• Click 'Add New Question'.

• Complete the required information noting the following: Question Stem: Type the question text in this section and edit it using the rich text editor. Insert images, tables, horizontal lines, hyperlinks, etc.

To insert an image into a question stem, click the landscape icon in the rich text editor. In the Image Properties popup window select ‘Browse Server,’ drag and drop or choose a file from your computer to upload. After you’ve added the image you can change the name in the Alternative Text field; additionally, you can adjust the Width and Height fields (it is recommended that you click on the lock icon to change the aspect ratio of the image).

To insert media into a question stem, click the film strip icon and paste the embed code into the popup window.

Question Information:

• Question Type: Select the required question type. (Note: use ‘multiple responses’ questions if you want to have multiple correct answers.)

• Question Description: Add a descriptive title. This will display in the list view of exam items and is helpful when scanning a list of items within a folder.

• Rationale: Add a question rationale. Rationale is shown to learners when they get feedback on their exam and can explain a question answer or provide additional detail.

• Correct Text: This option will display only when creating essay and short answer questions. It is a space to provide sample answers or list what should be included in an answer. This text is notvisible to learners and is intended to provide information to graders. When a grader corrects a free response question, they will see the correct text on the screen to help them grade the response. If you use this question type and have faculty provide narrative feedback when they grade the questions, you must set the exam to release feedback for ALL questions for learners to be able to see the narrative comments from the grader.

• Question Code: This optional code field can be completed according to the guidelines set by your institution. (Every question will also automatically be given a unique identifier within Elentra and that unique id displays when viewing a list of questions within a folder.)

• Parent Folder: If you were already in a folder when you clicked 'Add A New Question' this will automatically list that folder. If you were not already in a folder, it is mandatory to assign your question to a specific folder. Click 'Select Parent Folder', click on a folder name, and click 'Done'.

Question Answers:

To add more answer options, click the green 'Add Answer' button. To reduce answer options, click the large checkbox beside the correct response, crossed arrow and lock icons, then click the red 'Delete' button on the left.

• Click the existing red checkmark beside a response to turn it green and indicate a correct answer; depending on your question type you can have multiple correct answers for one question.

• You can create Rationale for each answer option by clicking on the eye icon beside the Add Answer button. This will open a free text rationale space below each answer option. This does not currently display to learners so is just for information storage at present.

• Reorder answer options by clicking on the crossed arrows and dragging and dropping the response item in the appropriate place.

• If you intend to later randomize the answer response options for all questions on an exam post and want to lock an answer in place, move it to the appropriate location and click on the lock icon to close it and turn it red. An example for using this might be a multiple choice question where an answer option is "All of the above" and you always want this option to appear last in the list of answer options. (A reminder that you will set up randomization of questions and/or response options when you create an exam post.)

• Curriculum Tags: You can add curriculum tags to any question based on the tag sets configured through Admin>Manage Curriculum. Click 'Add Curriculum Tag', click on tag set names to drill down to the tag you require, click on it and it will appear in the list on the right. Some of the exam reporting tools rely on curriculum tags so in addition to mapping your curriculum and assessments, this can be useful to do for reporting on assessment results. Note that you can apply curriculum tags to multiple questions at once using the Actions options after questions have been created.

• For certain question types, additional fields and information may be required:

  • Fill in the Blank Questions: When creating the item text for a fill in the blank question, create a blank by inserting underscore, question mark, underscore. You must have the same number of question answers as you do blanks (you can have multiple correct answers in each question answer if needed). Please note that fill in the blank answers are case sensitive. You may wish to include two answers (e.g. cardiac arrest and Cardiac Arrest) to ensure learners are properly credited for their answers.

• Matching Questions

  • When you create matching questions, please note that the place to provide the correct answer is at the top of each Item Stem option.

  • When the learner sees the question, they'll get a list of stems and then each stem will have the same dropdown options that they can match to the stem.

• Multiple Choice Vertical and Horizontal and Fill in the Blank (multiple responses): Grading Scheme

  • For these question types you can set the grading scheme as partial, all or none, or partial with penalty. Partial: This will give partial credit for every correct reaction (e.g. selecting a correct answer AND not selecting an uncorrect answer). It divides the total point value across the number of response options and awards credit for each response option which is correctly responded to (selected if correct, not selected if not correct). All or none: A learner must answer all correct answers correctly. If they miss an answer (whether they select an incorrect answer or miss selecting a correct answer), the learner will get 0 points. Partial with penalty: This will give partial credit for every correct reaction and will penalize a learner for an incorrect answer. The system divides the total point value across the number of response options and awards credit for each response option which is correctly responded to (selected if correct, not selected if not correct) and deducts credit for an incorrect answer.

• Click 'Save' to save your question.

• To add permissions to individual questions, navigate to a list of questions and click the pencil icon beside the question title.

• Click the greyed out Question Information heading to open it.

• In the Question Permissions section, select the user type (individual, organisation or course), begin to type in a name and click on the name you want. The selected user will appear on a list below. To remove a permission click the red x beside a name.

How to create grouped questions

• Only users with admin roles can create grouped questions through the Manage Exams Question menu. Other users will be able to create grouped questions when creating an exam.

• The function of a grouped question is to bind a number of items together and have them appear together on an exam. Grouped questions will be stored in the Grouped Q’s tab.

• Navigate to Admin>Manage Exams and click 'Questions' from the left sidebar.

• Click the Grouped Q's tab just above the Questions heading.

• Click ‘Add Group’.

• Provide an appropriate group title and then add an optional description if desired. This will display in the list of Grouped Q's.

• Add permissions to allow another user to edit this group if applicable. A user must have permission to a question to add it to an exam at a later date.

• Click Attach Questions to search for and add existing questions.

• Click the checkbox beside each desired question (or select all by clicking the checkbox beside the 'Actions' dropdown menu above the list of items). Click ‘Attach Selected’ in the top right.

• Click the down arrow beside Attach Questions to create a new question in the question bank and add it to your grouped item at the same time.

• Create a question and click ‘Save’ when done. You will return to the Edit Grouped Question page and can add another question.

• After attaching the required questions, reorder them as desired by clicking the crossed arrows and dragging and dropping the questions, and then click the blue ‘Save’ button.

• You will see a green success message on the screen and then can navigate to a new location.

• To edit an existing grouped question, click on the question title to reopen it. To delete questions from a grouped question, open the question, click the checkbox above the question ID number and click 'Delete Questions'.

• To delete entire grouped questions, from the Grouped Q's list click the checkbox beside the grouped Q title and click 'Delete Group'.

You can also group questions from an exam. For more detail on that process, see the Exams>Create help section.

How to quickly view questions

View all questions or questions within a folder in list form or detail form by selecting the different grid icons.

In Question Detail View, quickly show details for all questions by clicking on the eye icon to the left of the 'Add A New Question' button. To review details or make edits to a question click the eye or pencil icon respectively. Note that if an item is part of a grouped Q you will also see a chain icon. Click on it to see the details of the grouped Q.

In Question List View, click the pencil icon to edit a question, click the magnifying class to preview a question, click the chain icon to view grouped Q details, or click the forward back arrows to see an overview of question versions. Note that if an item is part of a grouped Q you will also see a chain icon. Click on it to see the details of the grouped Q.

An important aspect of viewing questions is the ability to turn subfolder view on or off. If subfolder view is off, you'll only see questions in a folder when you've clicked on that folder. If subfolder view is on you'll see all questions within all applicable folders. If you click on a folder that has multiple subfolders this allows you to quickly see all the contents of all subfolders at once.

How to delete, move, and bulk tag questions

Select questions by clicking on the checkbox beside their title (or select all by clicking the checkbox beside the 'Action' dropdown menu).

To delete a question, click the checkbox beside the question, from the Action dropdown menu select Delete. Confirm your choice by clicking 'Delete'. The question will be removed from the list.

To move a question to a new folder, click the checkbox beside the question, from the Action dropdown menu select Move, click on the appropriate destination folder, and click 'Submit'. You will see a green success message at the top of the screen.

To change the curriculum tags applied to multiple questions, click the checkboxes beside the questions, from the Action dropdown menu select Tag Questions, choose how you want to change the question tags, click on tag set names to drill down to the tag you require, click on it and it will appear in the list on the right, and then click 'Apply'.

How question versioning works

Any time you make a change to a question, a new version will be recorded. A new version will be created for any change—correcting a typo, linking the question to additional curriculum tags, altering a response option, etc.

When creating exams, you can add a question with multiple versions and choose to select an older version if desired. Do this by clicking on the forward/back arrow icon. If a question has changed since you created an exam, you will be given a notification for that and can update your exam to reflect the newest version of that question; however, you can still elect to use the old version of the question if you prefer. If the forward back arrow icon is blue, you’re not using the most recent version of a question on an exam.

How to search for questions

• Click on a folder title to look for questions within a specific folder. Turn sub-folder view on or off to see more or fewer questions.

• Type in a word or phrase to retrieve any questions with matching terms. The search feature looks within question descriptions and stems.

• Use Advanced Search to further refine your results by filtering by a curriculum tag, question permissions, or exams. You can apply multiple tags to one search. To use the Advanced Search feature, click 'Advanced Search', click your desired filter type, click through hierarchies and type text within a hierarchy to find your desired filter, scroll down within the advanced search window and click 'Apply Filters'. The tags you've applied will display under the search bar. Remember to clear your filters as needed when you begin a new search. You can click on the x beside a filter name or open Advanced Search and click 'Clear All Filters'.

• Toggle between a list view and question detail view of your search results using the icons on the left (beside the subfolder on-off control).

• In list view, edit, preview, or view groups for a question by using the pencil, magnifying glass, and chain icons respectively.

• In question detail view, quickly view the expanded details of all question by clicking on the eye icon to the left of the Actions button.

Examity is a proctoring service with a range of proctoring options.

To use Examity with the Elentra Exams module, pick Exam security options are required on Step 2 of the exam post wizard. Then, select Examity on Step 6.

Migrating Questions from ExamSoft allows you to move exam questions from ExamSoft into Elentra for use on future exams.

Exporting Exams from ExamSoft

• Export the exam you would like to import from ExamSoft with the settings below.

• Save the document with no spaces in the title.

• Using LibreOffice, convert the file into a text and html file.

  • Note: Currently, only files converted using a Mac can be successfully imported.

Importing Exam Questions

• Navigate to Admin > Manage Exams.

• From the Manage Exams navigation box, click Questions.

• Click on the Migrate Q's tab.

• Select the question folder you would like the questions uploaded to.

• Then, browse for and select your plain text file and click Import Questions.

• This will take you to a new page where you can review all the questions that will be imported from the text file

• Note: The system will look at the ExamSoft ID's to ensure no duplicate questions are created if questions are used on more than one exam.

• Scroll to the bottom of the page and click Import All Questions to complete the process. This will automatically create an exam in the system that is only accessible via the Exams Dashboard.

Importing Images

• Move to the Migrate Images tab.

• Browse for and select your html document and all the images for that exam.

• Click Import Question Images.

• Review that the correct images have imported, then click Confirm Exam Import.

Reviewing Flagged Questions

If you tried to import any questions from ExamSoft which were NOT multiple choice you'll need to review them in the Flagged Questions tab. Similarly, questions with images attached will also appear here. Non multiple choice questions are flagged because the import system can't tell if they were supposed to be matching, fill in the blank, or essay type questions. By default they are given a type of essay but this will need to be changed for matching or fill in the blank question types.

• Click on the Flagged Q’s tab. On this tab, you will see all of the questions with images and any non multiple choice questions.

• Click the pencil icon to edit the format of any questions.

• If there are no edits to be made, click the flag to approve the question.

• Images will automatically import to the top of the question.

• To edit the image position easily, click Source from the text editor box.

• Copy and paste the source code to the correct place in the question.

If you are using RPNow to provide exam security, note that after an exam post is created you'll have the option to automatically email learners their exam codes, or to email a course director with the exam code for each learner. From the posts screen, look in the Actions column for an email icon.

• Click the email icon.

• Check off whether to email the course director or students. If you choose to email students the default email text will display.

• Edit the email subject line as required.

• Edit the email content as required, noting the available variables.

• Click 'Send'.

If you email the course director, s/he will receive a csv file listing student names, emails, and exam codes. The email will have RP-Now Exam Codes as the subject line but will not include any text in the body of the email.

For additional information about how to use security settings, please see the Exams>Information and Settings help section.

When users are assigned as graders on an exam, they will be able to access exams to grade from Admin > Manage Exams. On the Exam Dashboard they should click on the Exams to Grade tab (this may also be their default view depending on their group and role permissions in Elentra). Users will see a list of any exams where they are assigned as a grader.

By clicking on an exam title the user will be taken to count of exams they have not started grading, are in progress, or are completed. Graders can switch from grading by student to grading by question, depending on their preference. Clicking on any status card (e.g. Not Started) will show a list of the exams that remain in each category.

By clicking on a student name (or question number if grading by question), the user will be taken to a screen where they can view exam answers and provide feedback and a grade. If a 'Correct Answer' was provided with the question, the grader will be able to see it to use as a guide when grading. Graders can also type feedback that will be visible to the learner depending on the exam post settings.

Users may have reason to adjust the scoring of an exam after it has been written (e.g., decide a question was confusingly worded).The Adjust Exam Scoring tab will be visible to staff:admin by default, and staff:pcoorindators and faculty:directors for exams they are specifically permissioned to.

If you adjust the scoring on an exam, and have released feedback for an exam post, learners will see a note reflecting the changes.

If you have linked an exam to a gradebook assessment, adjustments made to the exam scoring will automatically get reflected in the gradebook assessment (and in the learners' view of their grade if it is displayed to them).

Adjusting Exam Scoring

From the Adjust Score tab you can:

• Adjust which item response is correct or incorrect

  • Click 'Mark Incorrect' to set a previously correct answer to be incorrect.

  • Click 'Mark Correct' to set a previously incorrect answer to be correct.

  • Pay close attention to the words on the buttons! Answers that are correct are shown with a filled in radio button (not those with a green button beside them).

  • In the example below, 'A' is the correct answer (despite the red button beside it). If B was also a correct answer, one would click 'Mark Correct'.

• Edit the point value for an item

  • Enter the new point value and click 'Update Question Points'

  • This will update the total point value and adjust learner scores accordingly.

• Throw Out Questions

  • This will remove the question from the exam entirely. The exam's total point value will decrease.

• Make Bonus

  • This will give bonus credit to any learner who correctly answered the question.

  • When viewed through the Exams module, the total points for the exam will decrease by the question point value, but the learners' points will remain the same. (The denominator decreases while the numerator remains the same.)

    • In effect, a learner can score over 100% on an exam if you make a question a bonus.

  • Note that if an exam is attached to a gradebook assessment and you make an item a bonus, if you display the exam score numerically in the gradebook, the denominator will actually stay the same as the original points total, however, the learners' points totals will be multiplied to account for their bonus points.

• Give Full Credit

  • This will give full credit for the item to every learner. The exam point total stays the same, and learners' points will increase (assuming they originally got the item incorrect). (The denominator remains consistent while the numerator potentially increases.)

Users in the student group can optionally be given 'student admin' status in their user profile. If learners have this status they will be able to access Admin > Manage Exams to view and create questions in any folder they are given permission to access and to grade exams if they are set as a grader.

Accessing Exam Questions as a Learner

• Navigate to Admin > Manage Exams.

• From the left sidebar, click on Questions.

• Learners will be able to view any question folders they have been given permission to access.

Grading Exams as a Learner

• Navigate to Admin > Manage Exams.

• From the Exam Dashboard learners will view any exams for which they have questions to grade.

• Click on a Post Title to access the exam questions.

• Users will see their progress including grading not started, in progress, and completed.

• Complete grading using the same tools faculty can access.

Exam Reports

• Navigate to Admin>Manage Exams and select a recent exam or click on Exams on the left to select an older exam.

• Open the selected exam and click on the Reports tab to see a selection of available reports.

  • Curriculum Tags Report: Filter by curriculum tag, exam post and learner (optional) to view learner performance across curriculum tags. You can also view one learner’s performance compared to the class average (can be turned on or off).

  • Item Analysis Report: View a variety of statistics relevant to an exam post. View results on the screen or download as a CSV.

  • Learner Comments Report: View a compilation of all learner comments from an exam post. The report shows questions, responses, and comments.

  • Learner Responses Report: Download a list of all learner responses (by question number and point value) from an exam post.

  • Print View: Access a printable copy of the exam including questions and correct answers.

  • Score Report: See an overview of learner performance on the exam. Modify columns to view as needed and download the results as a CSV.

  • Summary Report: Generate a report that includes exam performance, curriculum tag performance, the lowest 27% of learners, and item analysis.

    • Please note that the upper/lower 27% calculations are only calculated on the first submission of an exam. If you allow users multiple attempts on an exam, the calculation won't be accurate.

  • Learner Curriculum Tags Report: This tool allows you to release exam results, based on performance on specific curriculum tags, to the learner. You can customize when learners can access results, which tag sets they should see, and to which learners this applies. If you set this up, the learner will see an additional 'Category' tab when viewing their submitted exams and if they click on it will see a personalized report showing their performance for specific curriculum tags.

Viewing Student Scores

There are two ways to view student scores.

• Navigate to Admin>Manage Exams, and select the relevant exam.

• Click on the Posts tab, and from the cog on the right side, select View Activity for the appropriate post.

• You can show or hide different columns, click on a column header to sort the list, adjust the number of learners shown on the screen, search for a specific learner and download the results as a CSV.

• You can also access student scores from a learning event where an exam is a posted resource. From a learning event content page, scroll down to “Posted Exams” and click on view results. This will take you to the Assessment Activity page.

Taking an Exam

Learners can access an exam either from the event the exam is posted to or through their user menu options.

• Click the user's name in the top right.

• Click on My Exams.

  • A number badge beside My Exams shows the learner how many exams they have to complete.

How learners see an exam will depend on some of the settings made in the exam information and settings as well as the exam post. For example, from Information and Settings an administrator can decide whether an exam will display all questions on one page, one question per page, or apply page breaks added to the exam.

Within the Settings tab of an exam post administrators can set whether learners can go back and forth between questions, access a calculator, or use a self timer.

While taking an exam learners can use several tools like the self-timer, scratch pad, flags, strikethrough (click on the S beside a question to grey it out and eliminate it as a choice), etc. The exam is automatically saved every few seconds.

Exam Scores and Feedback

When you create an exam post you can optionally choose to provide learners with scores and/or feedback after they have completed the exam.

You can release feedback about incorrect answers only, or release feedback about all answers and provide the question rationale.

If a learner created notes or used the strike out feature when taking their exam, their annotations will be shown to them.

If you adjust the score on an exam or include items which require a grader, learners will also see that information in their feedback.

Learner Curriculum Tags Report

Administrators can also optionally release the Learner Curriculum Tags Report to learners. This allows you to release exam results, based on performance on specific curriculum tags, to the learner. You can customize when learners can access results, which tag sets they should see, and to which learners this applies. If you set this up, the learner will see an additional 'Category' tab when viewing their submitted exams and if they click on it will see a personalized report showing their performance for specific curriculum tags.

After you've added questions to an exam and set your setting preferences you must create an exam post to actually distribute an exam to learners for them to take.

Please note that you can also post an exam directly from a learning event. To do so, go to the event Content tab, scroll down to Event Resources and click Add a Resource. Select Exams as your resource type and you will be redirected to the exam post wizard described below.

Creating an Exam Post

• Navigate to Admin>Manage Exams.

• Click on ‘Exams’ from the left sidebar Manage Exams section.

• Search for the applicable exam as needed.

• Click on the cog wheel to the right of the exam title; select 'Posts' from the dropdown menu.

• Or, when viewing an exam, click the 'Posts' tab below the exam title heading.

• Click ‘Add New Exam Post’.

• You will be guided through a multi-step wizard to configure your exam post. Complete each section, noting the following:

Exam

• When posting an exam to an event, you will only be able to access courses and events with which you are affiliated. So, for example, a pcoor can only access events in the course for which s/he is the listed pcoor. Someone with an admin role will be able to access all events.

• Click 'Browse Events'. Note that a search bar is included in the resulting window.

• Click on a course title.

• Click on the appropriate curriculum period or click 'Show All Events'.

• Click on the appropriate event.

• Select an event using the drop down menu.

• To go back a step at any point in selecting an event, click on the breadcrumbs (three dots) near the top of the search box.

• Exam Title: Modify the exam title if necessary.

• Description: This is just for internal use.

• Instructions: This field will be displayed to learners on the exam intro page.

• Click 'Next'.

Settings

• Enter a Start and End date for the exam to be available as needed. (Click the small gray checkbox before you enter a date and time.)

• Submission Deadline: This is an optional feature. If you set this, exams must be submitted by this time.

• Time Frame: This determines where the exam will display in the resources section of a learning event page. Select from none, pre, during and post.

• Time Limit: This allows you to limit the length of time a learner has to complete the exam (e.g. 60 minutes). Enabling this feature will also make a Time Left counter appear to learners during an exam.

• Auto Submit: If using a time limit, you can also use the auto-submit feature so the exam is automatically submitted when the time expires, assuming the learner is still active in the exam. The auto-submit tools works only when a learner is still active on the exam screen to effectively cut them off when the time limit is reached. If a user logs out without submitting their exam, auto-submit will not submit it for them.

• Hide Exam From Learners: If you hide the exam learners won’t see the exam in their My Exams task counter. As of ME 1.20, the exam will also be hidden on the associated learning event.

  • This option is frequently used on exams being delivered in TBL events.

• Hide Exit Button: When checked, the Exit Exam button will be hidden.

• Required: Click the box to make this exam required.

• Attempts: Adjust this if you’d like students to be able to complete the exam more than once.

• Free Navigation: Enable this if you want learners to be able to view questions already completed.

• Exam Security Mode: Apply as needed. If you apply this, the wizard will require you to complete Step 6 (Security) after completing the other steps.

• Mark for Faculty Review: Enable this to allow students to make notes during the exam and mark them as viewable by faculty. Note that once an exam is submitted students can’t add comments. There is a report to use after an exam is completed to review the scratchpad notes that were flagged for faculty review.

• Calculator: Enable this to allow students access to an inline calculator during the exam.

• Self Timer: Enable this to allow the learner to set a timer for him/herself during the exam.

• Click 'Next'.

Audience

The audience for an exam post is dictated by the audience for the event to which the exam is posted. On the Audience tab you can tailor exam settings for individual exam takers.

Audience Options

Under Audience Option, leave the default "This exam is taken by individuals enrolled in the learning event" checked unless you are using Elentra's Team Based Learning module and posting an exam to serve as a g/tRAT for a TBL event. Note, the event must be defined as a TBL event in the event setup page to use the course groups option.

Learner Accommodations or Exemptions

To exclude a learner, increase time for a learner if an exam has a time limit, extend the end date for an exam for a student with accommodations, etc. use this feature.

• Click the pencil in the Edit column to adjust the settings for any individual student. For all fields, click the checkbox first and then enter information.

  • Excluded: Clicking this checkbox will exclude the learner from the exam audience.

  • Exam Start and End Date: Click this and provide modified dates to change when a learner can access the exam.

  • Submission Deadline: Click this and provide a new deadline to change the deadline for a learner.

  • Extra Time: Click this and enter a percentage increase in time for the learner to complete the exam.

  • Max Attempts: Click this and enter a modified number of exam attempts for the learner.

• Click 'Update'.

• Your changes will be displayed in the table.

• To delete an exception, return to the edit window for a specific learner on the list and click 'Clear'. Confirm your choice.

• When you have entered all the audience settings required, scroll to the bottom of the page and click 'Next'.

Feedback

Pre-Submission Feedback

• This tool allows you to create an exam post that learners can use to get immediate feedback on questions while they complete them and without submitting an exam. The use case might be formative assessments you provide to learners in advance a summative exam.

• If you check off the Release Immediate Feedback checkbox you can configure a couple of other options.

• Require response: This dictates whether a user has to provide a response before being shown the question feedback.

• Require character response length: This allows you to set a minimum character count that users must hit before the system will release question feedback to them (please note there is no AI to check the user responses).

Post-Submission Feedback

• Release Score: Click this to return scores to learners after they submit an exam. Enable ‘Release Feedback’ if you want learners to access the information stored in the rationale section of the exam items when they get their scores; you can further modify whether to release rationale for all question or just incorrect questions. If you have included short answer or essay questions in an exam and you expect faculty to provide narrative feedback which you wish students to view, you must set the exam to release feedback for ALL questions for learners to be able to see the narrative comments from the grader.

• Set the release start and end dates to delay feedback if required. This might be useful if two sections of a class are completing the exam at different times and you don't want any learners to see their results until all learners have completed the exam.

• Re-Attempt Threshold: Set a minimum score to merit completeness, then set an allowable number of attempts to attain the minimum score. For example you can specific that a learner must achieve 80% on this exam and has two attempts to do so. If the learner scores 50% on their first attempt the system will automatically let them take the exam once more.

• Attach GradeBook: Select an existing gradebook entry to attach the exam to (the list will prepopulate based on the course and event selected in earlier steps and the contents of the gradebook for the relevant curriculum period). The results of this action are that once graded, the grades from this exam will automatically populate the gradebook entry.

Review

This page provides a summary of all the choices you’ve made for this exam post. If you need to change something click on the Previous button to return to an earlier screen.

Click 'Save Post and Continue' and if you are using security settings you will be redirected to complete the Security information.

Security Settings

When creating security settings you can create a basic password, use Safe Exam Browser, or use RP-Now by Software Secure. Basic Password: Set (or generate) a password that you’ll distribute to learners in order for them to access the exam.

To use Safe Exam Browser or PR-Now you do need some additional setup from a development side. Only use these options if you know your organisation has them configured.

Safe Exam Browser: Follow the instructions on the screen to use SEB. RP-Now by Software Secure: Follow the instructions on the screen to use RP-Now. * Click 'Save Security Options'.

You will be redirected to the list of exam posts.

Editing an Exam Post

• On the Posts tab, click the cog in the Actions column for a specific exam post.

• Click 'Edit Post' to reopen the exam post wizard and make any required changes.

Deleting an Exam Post

• You can only delete an exam post if there is no progress record for the exam (i.e., no learner has written the exam).

• If you need to delete progress records, go to the Exam Posts tab.

• Click on the cog under the Actions column and select 'View Activity' from the dropdown options. The resulting page will show you which learners have completed an exam, their scores, start and submission dates, etc. Beside a learner's name click and chose 'Delete progress record'.

• Once all progress records for an exam have been deleted go to the event where the exam was posted and scroll down to the resources section. There you will see a red garbage can beside the exam. You can delete the exam post from there.

Viewing Exam Post Information

• When on the Posts tab of an exam note that you can add and remove columns from the list of exam posts to see more or less information.

• Click 'Show/hide columns' to add or remove the columns you'd like to be able to view.

Adding Graders to an Exam Post

In order for users to access exams and grade them, they must be added as graders to an exam post. There are some prerequisites to make this happen.

• To be added as a grader to an exam, users must also be course contacts for the course the exam is posted to.

  • You can add faculty as course contacts in the "Associated Faculty" section of a course Setup tab. You can add staff in either the Curriculum Coordinator (staff:admin users) or Program Coordinator (staff:pcoor users) roles.

  • If you wish to set up students as exam graders, they must be designated as Student Admins in their user profile and be added as a teaching assistant in a course (via the course Setup tab).

• To set up exam grading you must have groups within a course.

  • Make sure you have groups configured before you try to add graders as the only way to successfully save grader names is for them to be attached to a group.

• Navigate to Admin > Manage Exams.

• Click on ‘Exams’ from the left sidebar Manage Exams section.

• Search for the applicable exam.

• Click on the cog wheel to the right of the exam title; select 'Posts' from the dropdown menu.

  • Or, if already viewing an exam, go to the Posts tab.

• Click on the cog under the Actions column and select 'Edit Graders' from the dropdown options.

• If you cannot see the Actions column, click 'Show/hide columns' to add the Actions column.

• Add Graders by typing a name in the text box, and clicking on the appropriate name. To attach a grader to an exam, the grader must be associated with the course through the course Setup page.

• Any existing Course Groups will appear. Assign groups to a grader or allow the system to randomly distribute groups to graders.

  • Click the checkbox beside one or more group names.

  • Click 'Assign Selected to Grader'.

  • Select the appropriate grader.

  • Click 'Assign Groups'.

  • The grader and their assigned groups should display on the left.

• Click 'Save Grader Settings'.

• To delete a group from a grader click the red minus icon. The group will move back to the right side under the groups list.

Monitoring and Managing Exam Activity

• Navigate to Admin>Manage Exams.

• Click on ‘Exams’ from the left sidebar Manage Exams section.

• Search for the applicable exam.

• Click on the cog wheel to the right of the exam title; select 'Posts' from the dropdown menu.

• Add or remove columns from the display by clicking 'Show/hide columns'. You will need to see the Actions column to proceed.

• Click on the cog under the Actions column and select 'View Activity' from the dropdown options. The resulting page will show you which learners have completed an exam, their scores, start and submission dates, etc.

• From here you can delete progress records as needed (this will allow you to delete an exam post, and an exam if necessary).

How to adjust information and settings (display options, permissions, randomization and PDFs)

• Once an exam has been created, you can control some options for the delivery of the exam.

• Navigate to a list of your exams and click on the name of the exam you'd like to work with.

• Click on the Information & Settings tab just below the exam title heading.

• Complete or adjust the sections as desired, noting the following:

Exam Information

• Title and description: Adjust as needed. The description is not made visible elsewhere.

• Parent Folder: You are required to add the exam to a folder. Click 'Select Parent Folder', click on the required folder, and click 'Done'.

• Adding someone to the permissions list will give them access to edit the exam and view its statistics.

  • To add permission for other users to access an exam, select the user type (individual, organisation or course), begin to type in a name and click on the name you want. The selected user will appear on a list below.

  • To remove a permission click the red x beside a name.

  • If you make an exam accessible to an organisation it means anyone in that organisation with access to the exam module will be able to access the exam. If you make an exam accessible to a course, anyone listed in the course contacts section of the course setup page will be able to access the exam.

Exam Settings

• Set how questions will be displayed to learners (note that you can add a page break to an exam from the Exam>Questions tab).

• Randomize questions: If you want questions to be delivered in a random order to the audience of the exam, set this to on. Remember, grouped questions will be kept together.

• Randomize answers: If you want the answer responses for questions to be delivered in a random order to the audience of this exam, set this to on.

Exam Data

This section shows you the total number of questions and points and shows you how curriculum tags have been applied to this exam. There is nothing you can edit here but you can search for specific curriculum tags to see their use across the exam.

Exam PDFs

Use this space to upload any resources you want learners to be able to access during the exam (e.g., dosage chart, x-ray image). During an entire exam learners will be able to click on a small paperclip icon to access these resources.