Faculty Evaluation Options

Administering faculty evaluations can be completed in Elentra a couple of different ways.

1. Allow learners to initiate evaluations on their own using on-demand workflows

   • A benefit of this approach is that it requires very little administrative effort to set up. Once forms exist, learners can access them as required.

   • This approach can be supported using a generic form or a standard faculty evaluation form type, as long as the workflow is set as "Faculty Evaluation" and the form is permissioned to the relevant course(s).

   • This approach requires that learners take responsibility for generating their own tasks and does not guarantee that they will evaluate every faculty member you might want to be evaluated.

   • Learners are able to initiated a task on a external target (i.e., an instructor who does not have a full Elentra account).

   • To report on learner completion of tasks you will have to rely on the Admin > A & E Dashboard or the Form Responses Report (there will be on distribution progress report).

   • It can be more time-consuming to monitor learner completion of their responsibilities using this approach because you will rely on the Admin > A & E dashboard.

2. Use Distributions to send tasks to users to complete

   • This approach requires more administrative effort as you will need to configure distributions to generate tasks for users.

     • Tip: Use the distribution copy tool to reduce your workload.

   • Depending on how your organization requires faculty evaluations to be completed, you might rely on different distribution methods. For example:

     • An event-based distribution that asks all learners in attendance to evaluate the instructor of the event

     • A date-based distribution where learners are asked to evaluate a number of targets across a pool of options or a list of specific targets

     • For organizations that use the Clinical Experience Rotation Schedule, rotation-based distributions can support the evaluator defining their target while completing their task (i.e., Learner A spent four weeks on a pediatrics rotation; at the end of their rotation they pick one physician to evaluate). This is currently limited to one target per task so learners can not use this option to complete evaluations of multiple preceptors.

     • Use a delegation (date-range or rotation-based) to send tasks to an intermediary who will send them to the appropriate users when that information is known.

   • Benefits using distributions are that tasks are clearly defined for learners and administrators can use a distribution progress report to quickly see who has and hasn't completed their tasks.

A note on faculty users with no Elentra account

If your organization relies on external assessors/instructors/preceptors (i.e., users who do not have full accounts in Elentra), please note that you can add external users as targets when configuring distributions. Doing so requires entry of their first and last name and email address the first time an external member is created. After that you'll be able to select their name from a list of external members.

On-demand workflows

• If you want to allow learners to initiate evaluations of faculty on an as needed basis you can use on-demand workflows.

• Faculty Evaluation workflows can be applied to any type of form permissioned to a course to allow learners to initiate the form on-demand.

  • Note that you can not set up faculty evaluation or rotation evaluation workflows to allow faculty or staff to evaluate faculty or rotations

• Note:

  • If a learner initiates a form using a Faculty Evaluation workflow, they will be able to access a complete list of all faculty stored in Elentra.