Main features:

• Logbook for documenting completion of clinical tasks during rotations and clerkship

• Clinical Lottery for determining a learner's preference for rotation positions

• Rotation Scheduling for work-place based learning

• Granular Clinical Scheduling for scheduling clinical events within rotations

• Leave Tracking

After curriculum tags are set as loggable, they must be assigned to a course and curriculum period and the requirements for each tag defined.

Assigning Curriculum Tags to a Course

To assign objectives to a course you must have administrative role permissions; the task is completed via Admin > Manage Courses on the Curriculum Tags tab for a course.

You can find more detail about the steps required to assign curriculum tags to a course on the Course Setup help page but one important detail to note is how you assign the objectives depending on whether you have a tag set with or without a hierarchy.

If you have a one-level or flat tag set, you should assign each individual curriculum tag that you intend to require logging for.

If you have a tag set with a hierarchy and you want to include all of a subset of tags in the logbook, assign the parent tag of the subset you want to the course. For example, if your tag set has has levels 1, 2, 3, and 4, assign level 3 to the course and all tags in level 4 will be applied to the logbook.

Setting Logging Requirements for Curriculum Tags

There are three tabs you can use to set up requirements for loggable tags: entries, roles and environment (settings). The options you define on these tabs dictate the requirements learners have to fulfill and also what fields they can must complete when they log an entry.

• Entries includes:

  • the minimum number of times a learner has to log something

  • whether comments are required for a logged entry

  • whether reflection is required for a logged entry

  • whether an observer (e.g., a preceptor) is required for a logged entry

  • whether time tracking is required for a logged entry

    • if you require time tracking you must define a minimum number of hours

• Roles lets you define which options will be available to a learner to record in what capacity they participated in an encounter.

  • Note that it is possible to adjust the list of roles and their descriptions in the database (the table is logbook_lu_roles). You will need help from a developer to do this.

• Environment lets you define the settings a learner can pick from when they log an entry.

Accessing Logbook

• Navigate to Admin > Manage Courses.

• Click on the name of a course and then the Logbook tab, OR click the menu cog to the right of the course name and select 'Logbook'.

• Make sure you are working in the correct curriculum period, or switch it if necessary.

• Click 'Edit' beside any curriculum tag or subset of tags to set the requirements.

• If working with a hierarchical tag set, click the plus icon on the 'Overall configuration for <tag set title>' to open the overall configuration options. This allows you to apply a default configuration to all tags in a set and then make individual changes as needed.

Entries Tab

• Entries options include:

  • Require Comments: If you check this off, the learner will be required to include comments when they log an entry for this tag.

  • Require Reflection: If you check this off, the learner will be required to include a reflection when they log an entry for this tag.

  • Require Observer: If you check this off, the learner will be required to indicate the name of the person who observed them when they log an entry for this tag.

  • Require Time Tracking: If you check this off you can define a minimum number of hours. Learners will have to log a time estimate when they log an entry.

  • Min: Use the plus and minus buttons to indicate if there is a minimum number of encounters required for this tag.

    • If using a hierarchical tag set: The Overall configuration for comments, reflection, observer and time tracking will apply to all included nested tags, however, the Min. set here is for the total number of encounters for the tag subset (i.e., 5 logged encounters across however many tags are included in the subset).

• Click 'Apply'.

• You will see a success message.

  • If you are using a hierarchical tag set, the Overall configuration menu will collapse and you can adjust the entry requirements for individual tags as needed (e.g. remove notes requirement from a certain tag, or indicate specific minimum numbers for individual tags).

• To adjust the entry requirements for an individual tag (e.g., to remove the requirement for an observer on a particular tag), make the change on the tag card.

• Click 'Apply' for each tag when complete.

• You will get a success message after your change is saved. Close the window by clicking 'OK'.

Roles Tab

On the Roles tab you can define whether or not a learner is required to indicate the role they played in an encounter. The default options are observed, performed with help, and performed independently.

• Click 'Edit' beside a tag/tag set.

  • If you are using a hierarchical tag set, click the plus icon beside the tag set name to reopen the Overall configuration menu, then click on 'Roles' to apply a default setting to all tags.

• Check off 'Require Roles', this will open a list of roles to select from.

• Check off each role that you want to include for a tag; when you do this you will have the option to set a minimum requirement per role as needed.

• Click 'Apply'.

• You will see a success message.

  • If you are using a hierarchical tag set, the Overall configuration menu will collapse.

• To adjust the role settings for an individual tag, click on 'Settings'. This will open another menu (you should see your default settings already applied). Adjust the role options and requirements for individual tags as needed.

• Click 'Apply' for each tag when complete.

• You will get a success message after your change is saved. Close the window by clicking 'OK'.

Environments Tab

On the Environments tab you can define whether or not a learner is required to indicate the setting of an encounter, and specify the environments available to learners when they log entries. The default options are displayed below.

• Click 'Edit' beside a tag/tag set.

  • If you are using a hierarchical tag set, click the plus icon beside the tag set name to reopen the Overall configuration menu, then click on 'Environments' to apply a default setting to all tags.

• Check off 'Require Environment/Settings'; this will open a list of environments/settings to select.

• Check off each environment that you want to include as an option for a tag; when you do this you will have the option to set a minimum required number as needed.

• Click 'Apply'.

• You will see a success message.

  • If you are using a hierarchical tag set, the Overall configuration menu will collapse.

• To adjust the role settings for an individual tag, click on 'Settings'. This will open another menu; click 'Environments' (you should see your default settings already applied). Adjust the environment options and requirements for individual tags as needed.

• Click 'Apply' for each tag when complete.

• You will get a success message after your change is saved. Close the window by clicking 'OK'.

Checking Logbook Configuration

You can reopen a curriculum tag card at any time to view a summary of all the minimum requirements you've configured for a tag or tag set. Learners will see similar tags on their logbook entry pages.

In the example below the tag requires 5 entries to be logged in total, and the minimum requirements are that 1 is in the clinic, 1 is in an emergency setting, etc. It is possible for a learner to fulfill multiple requirements with one logged entry (e.g. a task performed with help in an emergency setting). Please see the note here about communicating logbook requirements to learners.

Course Settings

Logbook Reporting

If your organization uses Clinical Experience > Rotation Schedule to schedule learners into rotations, you can optionally select to base your logbook reporting off of the rotation schedules.

If you check off the "Use this course rotation schedule to generate the logbook report" option, Elentra will checks learners’ rotation schedules to determine logbook completion.

• If a learner has not yet started a rotation for a particular course, they will not show up as deficient.

• For current or past rotations, if learners are half way through the rotation but have less than 50% of the logging requirements complete, they will display as deficient. (Note a developer can make a database setting change to adjust the threshold to measure logbook completeness. The database setting is logbook_outstanding_percentage)

• Note that if a learner is booked into two slots within the same course, the system will take the dates of the second slot to measure completion.

If you are not using Clinical Experience > Rotation Schedule, learner logbook deficient status will be based off of curriculum period dates.

Course Sites

At the bottom of the Logbook page you can define sites available to learners when they log entries for a course. Your options will depend on the sites defined in Manage Locations.

• Click anywhere in the 'Select a site' bar.

• Hover over a site name and click on it or press Enter to add a site to the list.

• Sites will display in the order added to the Course Sites list.

• To remove a site from the list click the small 'x' beside the site name.

• Click 'Save'.

• You will get a success message.

Staff:admin users as well as staff:pcoor and faculty:directors affiliated with a specific course will be able to access Admin > Clinical Experience and the logbook.

• Navigate to Admin > Clinical Experience.

• To view a logbook for a single learner, search for the learner as necessary and click 'Logbook' on the learner card. You will jump to the Progress Report for that learner.

• To view logbook reporting for multiple users, click on the Logbook tab below the Clinical Experience header.

• Set course/cohort and curriculum period filters as needed. Click on a filter to open a dropdown selector. Click on the filter again to close it.

  • Filter by course to view all learners enrolled in a course. Note that you can apply multiple courses so carefully check you’ve included the ones you want. After you select a course, you can set the appropriate curriculum period.

  • Filter by cohort to view all learners in a cohort.

  • To remove a course or cohort from the list, deselect the course/cohort name or click 'Clear Filters'.

• By default the page will filter to 'Learners who have incomplete logbooks'.

  • If your organization uses Clinical Experience > Rotation Schedule and has enabled the logbook to use rotation schedules for reporting:

    • Elentra checks learners’ rotation schedules and sees which rotation the learner is currently scheduled in. If learners are half way through a rotation but have less than 50% of the logging requirements complete, they are deficient. (Note a developer can change this threshold in the database as required. The database setting is logbook_outstanding_percentage)

    • If a learner is booked into two slots within the same course, the system will take the dates of the second slot to measure completion.

• If you are not using Clinical Experience > Rotation Schedule, learner deficient status will be based off of curriculum period dates.

CSV Downloads

• Note that you can download a CSV from multiple pages; each CSV should reflect the information you were viewing in the user interface.

• CSV will include: learner name, learner #, learner email, list of courses and number of pending entries for each course.

• Some CSV options will offer you two download versions:

  • Course overview: Show total count of required and logged entries organized by course.

    • This will include learner name, learner #, learner email, course name (called rotation), objective, required, and logged.

  • Course entries: List all logged entries for the learner with details like date, role, setting, etc.

    • This will include learner name, learner #, learner email, course name (called rotation), objective, required, logged, encounter date, patient age range, patient gender, role, setting, site, preceptor, and notes.

Overview of Course/Cohort

• You'll see a list of learners and their overall logbook completion status (e.g. 3 Outstanding).

• Click the plus icon to open a view of the learners logbook progress in multiple courses.

• Click on View Details to open a Progress Report for a specific learner in a new tab.

Individual Progress Report

• Filter by course and curriculum period.

  • Optionally View Details or download a CSV.

    • If downloading a CSV opt for Course Overview or Course Entries.

• Click ‘View Details’ on a course card to see an overview of progress.

• From each objective you can click the + icon to see an overview, and then click ‘View entries’ to see a list of individual logged entries.

You will need to build a rotation schedule before you can build rotations. A rotation schedule acts as a container to hold multiple rotations if necessary. In the example below the Rotation Schedule is "Surgery" and the rotations are obstetrics, ENT, GI, and MSK.

How to create a draft rotation schedule

• Navigate to Admin > Clinical Experiences.

• Click the 'Rotation Schedule' tab under the filter card.

• Click 'New Draft'.

• Select a curriculum period.

  • The cperiod selected will define the block structures available for rotations created for this rotation schedule.

• Select one or more courses

  • Note that the courses available to select will be those that have an enrolment for the selected curriculum period.

• Provide a title (e.g., Neurology Class of 2020) and click 'Confirm'.

• You will return to the list of rotation schedules and should see your newly created schedule on the list in Draft status. Note that a Courses column displays which course(s) a rotation schedule is affiliated with.

Your next step is to add rotations to this rotation schedule.

How to add author permissions to a rotation schedule

A schedule can have multiple authors added to it to give other uses permission to access rotations within that schedule. Note that program coordinators affiliated with a course/program through a course setup page will automatically have access to the schedules affiliated with their program.

• Navigate to Admin > Clinical Experiences.

• Click the 'Rotation Schedule' tab under the Clinical Experiences heading.

• Click on the title of a schedule.

• Click the pencil icon beside the schedule name to open the edit screen.

• Existing authors will show as blue under the authors list.

• Click the down arrow to open a search field and begin to type a user name.

• Click on the name, or click enter when the name is highlighted, to add the name to the author's list.

• Click 'Save' when you've added all the required names.

How to publish a rotation schedule

• After you have added slots and/or booked learners into slots, return to the main list of rotation schedules.

• Click the checkbox beside a draft which will cause a publish button to display in the lower right hand corner.

• Click 'Publish' and then confirm your action by clicking 'Publish' again in the confirmation window.

Note that you can continue to edit rotations and bookings within a rotation schedule even after it has been published.

How to edit an existing rotation schedule (Published or Draft)

• Click on the name of the schedule.

• Click on the pencil icon beside the schedule name.

• Edit the information as required.

• Click 'Save'.

How to access My Learners in Clinical Experience

• Navigate to Admin>Clinical Experiences.

• You will land on the My Learners tab but in case you don't, click the 'My Learners' tab under the Clinical Experiences heading.

• Each learner card displays the learner name, email, photo and institutional id.

• Search for a learner as needed, and if you can't find someone, ensure that you are in the correct curriculum period using the dropdown menu on the right.

• After finding the correct learner, you'll be able to access pages relevant to this learner. Options you might see include Assessments, Logbook, Lottery, CBME, and Leave Tracking.

• Note that you can download enrolment from the My Learners tab.

The logbook module in Clinical Experiences allows an administrator to define requirements like number of entries, learner role in the experience, and the setting of the experience. Learners can log experiences and both learners and admin/faculty can view learner progress in a logbook.

Some additional things to be aware of:

• Currently Elentra supports setting logbook requirements per course, per curriculum period. There is not currently a way to set up logging requirements per rotation on a rotation schedule. (If an organization has three courses, and each course has its own rotation, just configure a logbook for each course.)

• Learners view their logbook requirements and completion per course.

• You can connect the logbook to Clinical Experience > Rotation Schedule so that a learner's logbook deficiency is determined based on how far through a rotation they are. Note that for this deficiency reporting the logbook will apply only the dates of the final booked slot if a learner is booked in multiple slots for a rotation during one curriculum period.

• There are not currently automated email notifications for the creation of logbook entries, nor deficient statuses. We hope to restore this ability soon.

• There is not currently a link between the logbook and the Assessment and Evaluation module to automatically trigger an assessment form for a procedure when a learner logs a procedure. You can set up procedure assessment forms using workflows so that learners can initiate a form and send it to their preceptor as needed.

Database Setting Options

Overview of Logbook Setup

1. Build a curriculum tag set and flag each applicable tag as "loggable" (complete via Manage Curriculum).

2. Set a course as including clinical experiences and assign the appropriate curriculum tags to the course (complete via Manage Courses > Setup tab and Curriculum Tags tab).

3. Define the requirements for each loggable encounter (complete via Manage Courses > Logbook tab).

4. Have learners complete and log encounters (learners access this via the Logbook tab under their user icon).

5. Report of logbook completion via Admin > Clinical Experiences > Logbook.

To access the logbook learners must be enrolled in a course that is marked as including clinical experiences, and has loggable curriculum tags configured with minimum requirements.

Learners have a separate page for each course they are enrolled in and can log entries for any course while actively enrolled (i.e., the curriculum period includes the current .

A note on communicating logbook requirements with learners: There is no user interface that easily allows learners to see all details of all their logbook requirements across courses in one table. While learners can view how many entries have to be observed, how many have to be in a particular setting, etc. there is not a matrix view that shows them how these configurations interact. For that reason, you may find it useful to provide students with a table that shows them these requirements, especially if you have complicated logbook requirements.

Accessing a Logbook

• Click the user icon in the top right and select 'Logbook'.

• Click on a course name to switch courses if needed.

• You'll see a list of curriculum tags or tag subsets and an overview of the requirements and your progress towards those requirements (e.g., 60% of required entries in an ER setting).

• Click on a label (e.g., ER) to view additional details about your logged entries (e.g., 4 Required, 0 Completed).

  • Grey labels show the entries required and green labels show the entries completed.

• Click the chevron on the right side of a tag subset to view completion details for individual tags.

  • Click the tag name or black chevron beside the tag name to view a list of existing entries.

Adding An Entry

• From the user icon in the top right, select 'Logbook'.

• Click 'Log Entry' at the top of the logbook.

• Complete the information, noting the following:

  • Encounter Date: This is required and can be set to before the current date if a learner needs to log a past experience.

  • Encounter Time: This is automatically set to the time when the current time but can be adjusted as needed.

  • Rotation: This will be preset with the course you were looking at but can be adjusted as needed.

  • Clinical Site: Click anywhere in the bar to access a list of available sites, and then click on the appropriate site. (If no sites were configured for the course logbook this option will not appear.)

  • Patient Age Range and Gender: These will appear as default fields on all logging forms and Gender will automatically be 'Not Specified'.

  • Clinical Tasks: This is where the learner can indicate which tags they are logging with this form. Learners can add more than one tag to a form; if they do they will have a place to log the details for each tag.

• After you specify a clinical task you will be prompted to enter additional information. What you are required to enter and your options for the different fields has been configured by an administrator.

  • If a learner is logging multiple entries on one form, they will see a Global Preceptor option. This allows them to easily apply the same preceptor to all the tags (although they can still change the preceptor on a specific task).

  • Preceptor: This field will appear if an observer is required for this entry. Start typing a name to get a list of people, and then click on the appropriate name.

    • Note that a list of recently used preceptors will display for your convenience.

    • If you need to add an external user (i.e., someone without an Elentra account), click 'Add external user'

      • Provide first and last name and email address.

      • Click 'Create'.

  • Setting: Click anywhere in the bar to access a list of available settings, and then click on the setting in which you completed this encounter.

  • Role: Click anywhere in the bar to access a list of available roles, and then click on the role that best describes what you did during this encounter.

  • Notes

  • Reflection

  • Time Spent (minutes): This will only display to learners if the loggable encounter was configured to require time. Time is entered in minutes.

• You can clear the contents of a form by clicking the eraser icon.

  • Users will be asked to confirm their decision. Click 'OK' to confirm.

• To deselect a task and remove it from the logging form click the small x beside the eraser icon.

  • Users will be asked to confirm their decision. Click 'OK' to confirm.

• Click 'Save'. You will get a success message and the entry will be added to your list of logged entries.

Checking your completion status

• Navigate to your logbook and select a course.

• You’ll see an overview of the requirements for each loggable objective (e.g. setting names, roles, etc.). Click on a specific label to see your requirements and progress within that category.

• Click the chevron on the right of the card to expand it and view the overall count of logged entries.

• Click the down chevron to view a list of all logged entries within that requirement.

• If a top level card is the title of a hierarchical tag set, you’ll see multiple objectives within that set when you expand the card.

• Click the down chevron beside an objective to view a list of all logged entries for that objective.

In Brief

• Schedule learners into rotations of varying lengths (e.g., 2, 4, or 8 weeks)

• Schedule learners into granular clinical experiences (e.g., a half day in a clinic)

• Optionally affiliate rotations, blocks, slots and bookings with sites and preceptors

Access

• Staff:admin users, program coordinators and faculty directors can access Admin > Clinical Experience and the Rotation Scheduler. Program coordinators and faculty directors will only see schedules, rotations, etc. for the courses they are associated with on a course's setup page.

Overview

Building and populating rotations is a multi-step process.

1. Build a rotation schedule which acts as a holding place for rotations. An example of a schedule might be a course and year (e.g., Internal Medicine, 2018-2019).

2. Build rotations within a schedule. Rotations include the various clinical experiences learners might have within your program (e.g., Rheumatology, Cardio Consults, Hematology, Infectious Disease, etc.). Within a rotation you can define sites and preceptors. For each rotation, you can upload files and optionally select to automatically send a standard rotation evaluation.

3. Manage blocks within a rotation. These will be based on the block structures available to your program and curriculum period based on the System Settings configured by a user with administrator permissions. You can define sites and preceptors for a block.

4. Add and manage slots within a block. Within a slot you can define minimum and maximum number of participants, define sites and preceptors, and define availability for on service and off service learners.

5. Book learners into slots. (Import CSV option available to match learners to rotations in largest block size. The CSV import does not currently support sites nor preceptors.)

6. Schedule learners into granular clinical events as desired.

A note on sites and preceptors

Elentra is extremely flexible when it comes to assigning sites and preceptors to clinical experiences. If you add sites and preceptors to a rotation, it will create a quick pick pool of available sites and preceptors at the block and subsequent slot level. You will additionally be able to access other sites and preceptors as needed. This is in part designed to allow for last minute changes to schedules.

The system will also allow you to assign multiple sites and preceptors to a slot. When you book a learner into a slot with multiple sites/preceptors, you can optionally specify the exact site/preceptor they should be affiliated with or leave that for granular clinical events.

Prerequisites

In order to effectively use the rotation scheduler you should:

Accessing the Rotation Scheduler

• Navigate to Admin > Clinical Experiences.

• Click the 'Rotation Schedule' tab under the Filter option card.

• By default you will see all published and draft schedules you currently have permission to access.

• If you see 'Available Off Service Rotations' listed at the bottom of the page, off service rotations created by other courses/programs have been made accessible to your course/program.

Database Setting Options

To make curriculum tags available as loggable you must flag them as such in Manage Curriculum. If a tag is not set as loggable you will still be able to assign it to a course, but it will not be visible under the course Logbook tab. You must be a user with administrative role permissions to manage curriculum tags.

In addition to making curriculum tags loggable, you may wish to consider how you store lists of curriculum tags you expect learners to log. How tags are stored in tag sets will impact both how administrators configure logbook requirements for a course and how learners view their logbook requirements.

Building Curriculum Tag Sets for Logbook

Tags stored in a hierarchy

In the example below the curriculum tag set has three levels. The first level stores a course name, the second includes Procedures and Encounters (as headings) and the third are the loggable tags.

• Using a structure like the above, subset of tags (i.e., Procedures and Encounters) can be assigned to a course. If your hierarchy has multiple levels you should assign the second last level hierarchy to the course (e.g., if you have level 1, 2, 3, and 4, assign level 3 to the course and all tags in level 4 will be applied to the logbook).

• Administrators can optionally set requirements for all tags within the group at once. (They can further customize each tag as needed.)

• Learners will see overall progress for a group of tags and can open each to view details for each tag.

Tags stored as a flat list

In the example below the tag set has one level, in other words it's a flat list.

• Each tag will be assigned to a course individually.

• Administrators will set the requirements for each tag individually.

• Learners will see a list of all tags when they view their logbook requirements and will have to click in to each to see specific requirements.

Setting Tags as Loggable

To set an entire tag set as loggable

• Navigate to Admin > Manage Curriculum.

• Click 'Curriculum Tags' from the Manage Curriculum card on the left sidebar.

• Click the checkbox beside the appropriate curriculum tag set.

• Click 'Make all loggable' below the list of tag set titles.

• To set all tags within a tag set as not loggable, click 'Make all unloggable'.

To set specific tags within a set as loggable

If you wish to specify that certain curriculum tags within a tag set are loggable and others aren't, you must individually set each tag as loggable.

1. Navigate to Admin>Manage Curriculum.

2. Click 'Curriculum Tags' from the Manage Curriculum card on the left sidebar.

3. Click on the appropriate curriculum tag set.

4. In list view, hover over a curriculum tag and click the pencil icon to edit the tag. In table view, click the pencil icon to edit the tag.

5. Click the checkbox beside "This curriculum tag should be loggable in the Experience Logbook."

6. Click 'Save'.

Tags set as loggable will be available to any course to which they are assigned as course objectives.

• I'm trying to copy a rotation schedule and none are available to me.

  • To copy an existing rotation schedule, the curriculum period block structure must be identical across the two schedules. For example, if the course you are working in has 2 and 4 week blocks, you'll only be able to copy schedules for courses with curriculum periods with the same underlying block structure.

• Learners don't see their rotation schedules from the Dashboard.

  • Confirm you have published the relevant rotation schedule.

Managing Blocks

• Navigate to Admin > Clinical Experience.

• Filter for the appropriate curriculum period and course if needed.

• Click 'Rotation Schedule' below the Filter option card.

• Click on the appropriate rotation schedule title.

• Click on 'Rotations Setup' under the Rotation Schedule title.

• Click on the pencil icon to the right of the rotation you want to edit slots for.

• The rotation details will open; scroll down until you see a list of blocks.

• Click on the pencil icon to the right of a block name to open the block details card.

• On the Block Details card you can edit the title, provide a block description, tailor the start and end dates, specify sites, buildings and rooms, and specify preceptors as needed. The details you add here will be accessible to the slots in this block.

• A note on making your selections:

  • Click 'Choose Site' or 'Choose Preceptor' to open a list of options.

  • Click on the 'Sites' or similar bar to search for or select your option. Clicking the checkbox beside a site or building will make the children of that entity available as selections. To add a site or building, click the green 'Add' button to the right of the site name.

  • To close the searchable list of sites click 'Sites' again, or click 'Choose Site'.

  • Everything you choose will display on a list and have a red 'Remove' button beside it if you need to remove something.

• After making your selections, click 'Save'.

Managing Slots

• On the next card down, you can manage the available slots for the block. Elentra automatically creates one on-service slot for every block.

• Click 'Add Slot'.

• Select a slot type from the list. The options are on-service learner or off-service learner. On-service slots will be open to learners enrolled in your program. Off-service slots can be made available to learners from other programs, and if so, will display on the rotation lists of those programs. Currently, there is no user interface to change these two slot type options.

• Optionally select a site for the slot by clicking 'Choose Site'. The quick pick list of available sites is based on the sites assigned to the block.

• Optionally select a preceptor for the slot by clicking 'Choose Preceptor'. The quick pick list of available preceptors is based on the sites assigned to the block.

• The 'Enforce occupancy limits' is used to limit the number of learners booked into a specific slot. This feature is optional but must be used if you plan to use the Elentra Lottery tool.

• If you turn 'Enforce occupancy limits' on, set the minimum and maximum number of learners for this slot.

• Click 'Save'.

• You can add multiple slots to a block to provide an infinite number of opportunities for learners.

• Curriculum Period: a period of time that defines the beginning and end of a curriculum.

• Lottery: a container associated with a specific curriculum period that defines an audience and contains one or more stages.

• Audience: the collection of learners that will be scheduled by the lottery processing. The audience is determined by the initial draft schedule that is selected when creating a lottery.

• Learner: a single audience member.

• Stage: each stage is contained within a parent lottery, and defines the period of time when it will be "open" for the lottery's audience of learners to rank that stage's options, in order of preference. After a lottery has closed, a stage may then be executed, transforming the learners' submitted preferences into partial rotation schedules that are merged into the final working schedule.

• Working Schedule: each lottery has its own working copy of a rotation schedule, which is populated through the process of executing stages.

• Option Type: options can be created as one of two different types to provide flexibility. The option type to be used is specified when creating a stage:

  • Sequential: each option created within the stage will consist of a stream of multiple blocks, in varying arrangements.

  • Singular: each option created within the stage will consist of a single block

• Option: an ordering of one or more clerkship blocks, also known as a stream, track, grid, or group. Options are defined by an administrator and later ranked by learners in order of their preference. If a stage is set to “Singular” mode, each option will contain one block, whereas with “Sequential” mode, each option can contain multiple Blocks in varying arrangements.

• Ranking: when a stage is open, each learner in the audience is tasked with reviewing the stage's options and submitting their preferred ranking. This list that maps the options to their ordered preferences is a learner's ranking.

• Block: defines the specific period of time and optionally, the location(s) where a learner will complete some form of task or content related to a particular course.

• Slot: a slot defines the site and occupancy spaces available for a block. Blocks can have multiple slots, each of which may define their own minimum and maximum number of spaces.

• Space: represents an actual vacancy within a slot, and serves as the link that allows learners to be assigned to a specific rotation within a schedule.

• Site: the physical location where a rotation takes place. Each block within an option may specify one or more sites where the rotation may occur.

• Variation: a variation is the result of an executed stage. Each variation represents a partial rotation schedule that the admin can review and adjust, or merge into the lottery's working schedule.

• Satisfaction Rating: this is a percentage rating value that shows how close a variation was to the ideal scenario, where every learner received their top choice. The higher this value, the higher the number of learners who received their preferred option.

Granular Clinical Scheduling allows users to capture the variability in a learner's schedule during a rotation. Administrative users can better manage specific clinical events that occur for short periods of time, enforce occupancy limits and accommodate call schedules.

Clinical events can have a site and preceptor defined for them and can be created to occur repeatedly as needed. When a granular clinical event is created, it will display on a learner's individual calendar. From their calendar learners have the ability to alter or confirm their attendance at the event, and access their log book.

How to manage granular clinical events in a rotation

• Navigate to Admin > Clinical Experience and optionally filter by curriculum period and course.

• Click on 'Rotation Schedule'.

• Click on a rotation schedule (published or draft).

• You will land on the Learners tab. Note that you can optionally filter learners by Curriculum Track on this page.

• Learners should already be booked into rotation slots before you schedule clinical events.

• Click on an existing booking.

• Click 'Schedule'.

• You will land on the Clinical Events tab. A calendar interface is used to book a clinical event. Pre-existing learning events will appear in grey to show when learners are unavailable.

• To book a clinical event, click anywhere on the calendar where the learner is free. Clinical events can be as short as 30 minutes.

• On the Book Clinical Event card, provide the clinical event details including duration, recurring event behaviour, description, the site, preceptors and attendees. Attendees can be other learners that are already scheduled in the rotation so you can add multiple learners at once without having to edit each individual learner's schedule.

• Save and complete by clicking 'Book Clinical Event'.

• You will return to the Clinical Events tab and the newly scheduled event should display on the learner's calendar.

• To add more clinical events to a learner's schedule, repeat this process.

• You can edit or delete a clinical event by clicking on it to open it, making the necessary changes, and confirming your actions.

• You can view all clinical events scheduled in a rotation by clicking a rotation. The clinical events will display in a list (see below).

How learners see their granular clinical events schedule

• Learners have access to their rotation schedule from the Dashboard by clicking on the 'My Event Calendar' tab.

• From this tab, a learner will be able to filter the calendar view for the day, week, or month.

• The learner will be able to click on each granular clinical event where a pop up appears with the date and time, location and preceptors associated with the event. The learner can confirm or approve a scheduled clinical event in this pop up.

• The learner will also be able to log an encounter directly from this pop up. (They must first confirm their attendance.)

Booking Learners into Slots Individually Through the User Interface

• 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.

• 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'.

Booking Learners into Slots Using a CSV file

Importing your learners' rotation schedules via CSV will allow you to build out your rotation schedule in Excel before importing it into Elentra.

Preparing the CSV

The CSV will allow you to import each learner's rotation schedule (regardless of rotation length) and associate one or more sites and preceptors with each rotation for each learner in your schedule.

You will need to populate one row for each rotation you wish to schedule each learner into. Note that you can use various combinations of the Schedule Block (No.), Block Length (Weeks), and Start/End Dates columns, and the system will calculate block length, start date, and/or end date for you as needed.

Please see the Rotation Start and End Date Logic based on Populated Fields section below.

• Number: Required. Enter the learner's Institution ID/Student Number. For learners who do not have Institution Numbers, enter their email address instead.

• First Name: enter the learner's first name.

• Last Name: enter the learner's last name.

• Course Code: Required. Enter the Course Code associated with the rotation.

• Rotation Code: Required. Enter the rotation's code (i.e., shortname).

• Schedule Block (No.): optionally, enter the Block number into which the rotation will be scheduled. This block number corresponds to the Rotation Schedule in which you are working. It is the block in which the rotation is schedule or starts in (see notes regarding Schedule Block (No.), Block Lengths, and Start/End Dates below).

• Block Length (Weeks): optionally, enter the length of the rotation in weeks (see notes regarding Schedule Block (No.), Block Lengths, and Start/End Dates below).

• Site(s): optionally, enter the codes that correspond to the sites at which the learner will be participating in the rotation. This field can take Site, Building, and Room information in the following format:

  • s-, b-/

    • For example: When importing site of Kingston General Hospital (code = KGH), building of Richardson Labs (code = RLabs), and room Lab 1 (name Lab 1), the cell would be filled as follows: s-KGH, b-RLabs, r-RLabs/Lab 1

    • Note that these entries are case sensitive.

• Preceptor(s): optionally, enter the email addresses of the preceptor(s) that will be associated with the rotation. If entering more than one preceptor, separate their email addresses with a comma and a space.

• (Custom) Start Date: optionally, enter the start date for the rotation (see notes regarding Schedule Block (No.), Block Lengths, and Start/End Dates below).

• (Custom) End Date: optionally, enter the end date for the rotation (see notes regarding Schedule Block (No.), Block Lengths, and Start/End Dates below).

Rotation Start and End Date Logic based on Populated Fields:

• If Block Length (Weeks) and Start and End Dates are left blank, the system will use the start and end date of the Block identified in the Schedule Blocks (No.) column.

• If Block Length (Weeks) and Start Date are populated and Schedule Blocks (No.), but End Date is left blank, the system will calculate the End Date.

  • When the last block of the schedule is longer, and the rotation booking is in the last block and the difference between the calculated End Date and the last block’s End Date is less than 7 days, the system will use the last block’s End Date as the End Date for the rotation.

• If Block Length (Weeks) and End Date are populated, but Start Date is left blank, the system will calculate the Start Date.

  • When the first block of the schedule is shorter, and the rotation booking is in the first block and the difference between the calculated Start Date is smaller than the first block’s Start Date, the system will use the first block’s start date as the Start Date for the rotation.

• If Start Date and End Date are populated, the system will generate the rotation booking based on these dates.

• If all columns are populated (Schedule Block, Block Lengths, and Start/End Dates), Block Length (Weeks) will be ignored, and the system will rely on the Schedule Block (No.) and the Start and End Dates defined to generate the rotation booking.

Uploading the Prepared CSV

• 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.

• 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.

Editing Existing Bookings

• 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.'

Booking Course Groups into Rotations (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.

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.

Introduction

Elentra's Lottery module is designed to streamline the process of populating a rotation schedule for the clinical portion of a curriculum. The module provides administrators with the ability to create, manage, and configure lotteries, while also providing learners with the opportunity to provide input by ranking and submitting their preferences. Each lottery incorporates its learners' preferences into a processing algorithm, which can be run one or more times, with each variation creating a draft schedule that tracks the level of calculated learner satisfaction. Resulting draft schedules may then be compared based on their learner satisfaction scores and manually edited as needed, and once an administrator has reviewed their chosen draft schedule, it can be published as the finalized schedule.

Sample Process

The following is a high-level example of the process an organization may go through when configuring and running a lottery using the Elentra module.

• Create a Lottery for a specified curriculum period, providing a title and visibility date, then selecting a draft schedule to determine its audience and available rotations.

• Schedule a Stage within the created Lottery by setting the date and time when it should be available to learners to provide their preferences.

• Create a series of Options for the Stage, one for each different arrangement of scheduled rotations.

• The scheduled Stage opens on its specified date and time.

• While the Stage is open, each learner logs in and ranks the Options in order of which ones they prefer the most.

• The Stage closes on its specified closing date and time.

• The Stage is then manually executed with a set number of variations. For each variation, a potential draft schedule is generated, incorporating the learners' ranked preferences and schedule availability.

• The variations are reviewed to determine which is the most viable, with the highest learner satisfaction. The chosen variation is merged into the Lottery's working schedule.

• The Lottery's working draft schedule is reviewed and published. (It can then be merged into the Rotation Schedule used to build the lottery.)

Database Setting Options

If you schedule learners into granular clinical events, you can allow them to confirm or adjust their attendance at those events. This provides data akin to duty hours tracking.

Managing Student Attendance Tracking

A curriculum coordinator or program coordinator can monitor the attendance tracking of her affiliated learners.

• Navigate to Admin > Clinical Experience.

• Click on the Clinical Events tab (note that this tab will only display if you have clinical events scheduled).

• A list of clinical events will display by learner.

• Optionally filter by course, track, date, time, approval status (i.e., already reviewed), and learner status (i.e., accepted, adjusted, declined, not addressed).

• Show or hide columns as desired.

• Optionally bulk review all entries.

• Learners access their rotation schedule from their dashboard calendar.

  • Depending on the organization's settings, the learner can click "My Rotation Schedule" or just view their rotations on their Event Calendar.

• If a learner is booked into overlapping slots, their rotations will stack on top of each other (e.g. obstetrics and psychiatry below).

• If a site is assigned to the booking, the learner will see the site code displayed beside the rotation name.

Learner View of Granular Clinical Events

• If learners have been scheduled into granular clinical events, they can view them from the Dashboard by clicking on the 'My Event Calendar' tab. Learners can view their calendar by day, week, or month and can use the date selector to easily move to a specific date.

• Clinical events are shown with the first aid kit icon beside the event time.

• The learner will be able to click on each granular clinical event where a pop up appears with the date and time, location and preceptors associated with the event. The learner can confirm or approve a scheduled clinical event in this pop up.

• The learner will also be able to log an encounter directly from this pop up. (They must first confirm their attendance.)

Lotteries Overview

The Lotteries Overview is the landing page for Elentra's Lottery module, and consists of a stacked list of all existing lotteries (represented as separate ) that are associated with the currently selected curriculum period.

Curriculum Period Selector

At the top of the lotteries overview is a dropdown selector labelled Term & Curriculum Period. Lotteries are always bound to a specific curriculum period. To view the list of existing lotteries, or to create a new lottery you must first select a curriculum period.

Once a curriculum period is selected, a stacked list below will be populated with any existing lotteries, and the inline Add Lottery button will become enabled, allowing the admin to create a new lottery.

Lotteries List

How to add rotations to a rotation schedule through the UI

• Navigate to Admin > Clinical Experiences.

• Click the 'Rotation Schedule' tab under the Clinical Experiences heading.

• Click on the name of a schedule that is either published or in draft.

• After clicking a schedule name, you will see a list of existing rotations, or no rotations if it is a new schedule.

• Click 'Add Rotation'.

• Provide a title, code and description. The code becomes the shortname of the rotation and is displayed on the rotation scheduler and on learners' schedules.

• You can select appropriate sites, buildings and rooms from the dropdown menus to specify where the rotation will be located. You can associate multiple sites, buildings and rooms with a rotation which will make those same sites available when you build blocks and slots.

• Click 'Sites' to open the list of available sites and click the green Add button beside those you wish to make available to this rotation. Click 'Sites' again to close the card.

• Repeat the same steps for Buildings and Rooms as appropriate.

• Associate one or more preceptors with this rotation as needed. Adding preceptors to a rotation will allow you to more quickly find the people you need to associate with a clinical event if you are using granular clinical events.

• Add attachments relevant to the rotation as needed. Drag and drop files or browse your computer as needed.

• If you want to automatically have rotation evaluations sent to learners book into this rotation, check the box. To use this feature, you must have a built and permissioned to the course in which this rotation exists. A rotation evaluation form will automatically be sent to all learners in the rotation. Set a number of days and whether the rotation evaluation should be sent before or after the end of the course.

  • Please note that using this option means you would NOT set up an additional distribution to send leaners rotation evaluations. The automated rotation evaluation will automatically be sent, however you will not be able to view a progress report for it as you would a normal distribution. You can rely on the Admin > A & E dashboard to monitor progress of tasks sent via the automated rotation evaluation. Additionally, you can report on results using the report.

• Choose the block schedules you wish to associate with this rotation. Associating block schedules with a rotation will make those periods of time available to book learners into later. Click the view details link beside a block title to view the individual blocks and their dates.

• Click 'Save'. You will be redirected to the list of rotations in the rotation schedule in which you are working.

• Note that you can also import a rotation structure, copy an existing rotation, and export a rotation.

How to manage existing rotations

• Click on a rotation to edit its title, description, code/short name, site, date, etc.

• Note that you can use the 'Shift Blocks' button to move blocks forward or back by several days. This will shift the start and finish date of all blocks.

• Click 'Save'.

How to import a list of rotations via csv

You can build a list of rotations in a rotation schedule by importing a csv that lists the rotations and their shortnames/codes. You will apply a specific block template during import and Elentra will automatically build one slot per block for each rotation. Note that you must have block schedules built for the applicable curriculum periods before you can import rotations.

• Navigate to Admin > Clinical Experience.

• Filter by course or cohort as needed.

• Click on Rotation Schedule.

• Click Rotations Setup.

• Create a draft rotation schedule if needed. Otherwise, click on a schedule title.

• Click the menu options beside Add Rotation and select 'Import Rotation Schedule' from the dropdown options.

• From the popup that appears, optionally download a sample CSV.

• Complete the CSV as needed (must include short name and full name for all rotations).

• Drag and drop or browse your computer to select a file.

• Select a Template from those available (these are defined by the blocks built in the relevant curriculum period). You can select more than one block schedule template in which case all rotations listed in the CSV will have blocks automatically built for the corresponding schedule (e.g. 2 week and 4 week blocks). Each block will automatically have one slot configured.

• Click 'Import Rotations'.

• The created rotations will display in a list.

• Click the blue pencil on the right to go into a rotation and view the automatically created blocks and slots.

How to copy an existing rotation schedule

• Create a draft (see above). Click 'View Schedule' if you aren't already in the draft.

• Click 'Rotations Setup' to switch tabs.

• Click the hamburger icon beside Add Rotation and select 'Import Rotations from Existing Schedule' from the dropdown options.

• Select an existing schedule from the dropdown menu (note that your options will be limited to the courses you have access to).

• Select the relevant course(s) you are copying from.

• Note that the newly created rotations will use the block dates of the curriculum period you are copying to.

• Optionally select to include files attached to rotations by checking the tick box.

• Click 'Import Rotations'. It can take some time for rotations to copy so be patient.

• The copied rotations will display in a list.

• A note for CBME users: When you copy an existing rotation schedule, CBME objectives associated with the rotations are not copied. You will need to define the likelihood and priority settings for the EPAs associated with each rotation when you copy a rotation schedule.

• Also note there is currently no way to copy only one/some rotations from a rotation schedule. If not all existing rotations apply to a new curriculum period or course it may be fastest to copy the rotation schedule and then delete the rotations you don't need.

How to export a rotation schedule

• Navigate to any rotation schedule.

• Click the down arrow beside Add Rotation and select 'Export Report' from the dropdown options.

• Select a block type from the dropdown options. (You can only select one block type at a time.)

• Click 'Export'.

• A CSV file will download to your computer. The file will include enrolled learners (name and student number), and all blocks in the rotation. Each cell will display the shortname of where the learner is assigned during each block. Please note that this export will only include the first booking that matches the start and the end date of it's template block. That means that bookings with custom dates won't be exported because the start/end date won't match the template. If there are multiple bookings for the same template block, only the first one will be exported.

Viewing the Learners tab

• Navigate to Admin > Clinical Experience.

• Click Rotation Schedule.

• Ensure that the top level filter settings are set as needed (e.g., if filtering by course you have a curriculum period and course set).

• Click View Schedule beside the schedule you want to view. Note that Staff:Pcoor users will only have access to their affiliated programs.

• You will be taken to the Learners tab.

  • Optionally search for a specific learner.

  • Set any filters as required (e.g. Curriculum Track, Leaner Level, Course Group, Site).

  • Clear filters using the button on the right.

• Enrolled learners will display in the first column. Their names, photos, id numbers and learner level (CBME learners only) will be included. The other columns represent the blocks available for learners to be scheduled into.

  • Note that the rotation scheduler will display the largest existing block structure available to the schedule. There is currently no way to adjust that view in the user interface (i.e., you can not toggle between viewing 2-week blocks and 4-week blocks when viewing the schedule).

  • Jump to the current block with the button on the left. Move between blocks with the forward and back arrows.

  • Jump to the start, today, or end of the rotation schedule using the available buttons.

  • Toggle from block to month to quarter view if desired.

    • When using quarter view note that they system will still book a block in its specific dates even if the view is less clear.

  • Zoom in or out as desired. Note the option to reset the zoom.

  • Configure the number of rows displayed.

• Bookings will show the course code and rotation code, as well as a site if one is defined.

• Greyed out bookings indicate that the learner is scheduled into another course's rotation schedule (e.g., for a learner that is enrolled in two courses). Users can't edit a booking outside the rotation schedule they are currently working in (they can book the learner into another slot in the same block).

• Off service rotations you've booked a learner into will display in grey and show the rotation shortname.

Modifying Existing Lotteries

Editing a Lottery

Each has its own Edit button. When this button is clicked, the selected lottery will be opened in a form similar to the one used when , with the existing data pre-populated. Only the Title, Visibility Date, and Visibility Time fields will be editable, as once a lottery has been created, the Draft Schedule may not be changed.

Deleting a Lottery

Each also has its own Delete button. When this button is clicked, a confirmation dialogue box will be shown, to verify that the lottery should indeed be deleted. A warning notice will be displayed above a minimalistic summary outlining all of the associated stages, that will be deleted along with the lottery if the Confirm button is selected.

Walkthrough

While the full process of using the Elentra Lottery module has many steps on the way to generating a published schedule, the first of these steps is fairly simple, and that is to create a Lottery. In the context of this module, a lottery acts as a container, that defines an audience of learners and is tied to a specific curriculum period. In order to create a new lottery, we first need to navigate to the Lottery module in Elentra, then select the curriculum period to which the lottery belongs.

To navigate to the Lottery module on your Elentra installation, click Admin > Clinical Experience, then click the Lotteries tab link, which will take you to the . Select the desired curriculum period from the dropdown selector labelled Term & Curriculum Period, then click the Add Lottery button.

This action will open the lottery creation form, which will prompt you for some details in order to proceed. Start by providing a descriptive Title, then move on to the Visibility Date and Visibility Time, which determines when the audience of learners will be able to see the lottery in their My Lotteries dashboard.

Next, you'll need to select a Draft Schedule to import. The lottery schedule will act as a working copy of the schedule specified here. The audience of learners and available rotations are automatically determined by the schedule chosen for import. Once ready, click the Confirm button, then once again for the confirmation modal that will pop up.

Walkthrough

Once you've for your specified curriculum period, your next step should be to create a Stage. To get started from the , click the Manage Stages button on your Lottery Card. This will take you to the , which displays a simplified card representing the Lottery you are currently focused on, and a list of stages underneath it, called the .

Once you've arrived in the Stages Overview, click the action button off to the right-hand side, labelled Schedule a Stage. This will open up the form for scheduling a stage.

To set a date and time, begin by clicking the calendar icon to the right of the date input. This will open a small calendar. Click on any valid day to set the desired date. You can use the single chevron arrows on either side of the current month to navigate to the previous or next month, while the doubled chevron arrows will achieve the same result, but for the year.

You may also edit the time of day by using the H (hour) and M (minute) drop-downs to select the desired 12-hour time, and use the button group to the right to toggle between AM and PM.

Stage Card

Each stage that appears in the stacked is represented as a separate Stage Card, which provides administrators with useful controls, and information about the status and details of a stage.

Card Header

A stage card is divided into three parts - a header, a body, and a footer. The card header displays the type of stage (Sequential, Singular, or Site), and off to the right-hand side, a toggle that expands or collapses the stage card. An upward-pointing chevron icon means the stage has been expanded, while a downward-pointing chevron indicates the stage is in its collapsed, default state.

Card Body & Footer

The body of a stage card contains information pertaining to the timeframe and duration of the stage, as well as a Status Badge that indicates what state the stage is currently in. When the stage card is expanded, by clicking the downward-pointing chevron button at the right of the card header, a text input field becomes visible, where administrators may add any pertinent Notes.

The footer of a Stage Card contains several buttons and controls, most of them context-specific. Because these controls are context specific, and are determined by the stage status, a list of these possible statuses is provided below, along with screenshots of each card's appearance.

Stage Statuses

Options Required

The Stage is currently lacking any administrator-defined Options. You may Edit or Delete the Stage, or click to begin creating for Learners to rank.

Ready

The Stage has one or more Options defined, and is awaiting its open date. You may add or modify existing Options before then by clicking the Manage Options button, or Edit/Delete the Stage if necessary.

Open

Closed

The ranking process has ended, and drafting of Schedule Variations may be initiated. As Learners have already ranked their Options, you may only View Options, with the Options Overview presented in its read-only, non-modifiable state. Your next step is to specify the number of Schedule Variations to generate (1 - 5) based off of the Learner feedback, and click the Draft Schedule(s) button to initiate the drafting process.

Draft in Progress

Drafting has commenced and the algorithm is in the process of generating Schedule Variations. All controls will be locked down until the drafting process has completed.

Draft Succeeded

The drafting process has generated at least one viable Schedule Variation. You may still View Options (presented in their read-only state), or click Redraft Schedule(s) to generate a specified number of new Schedule Variations. If you do not need to perform a redraft, clicking Review Schedules will allow you to review the generated Schedule Variations.

Draft Failed

The drafting process did not generate any viable Schedule Variations. This means the specified number of Schedule Variations were generated, however none of the variations are viable (inviability is usually due to a variation having one or more Learners who could not successfully be scheduled any rotations). You may View Options to inspect them in a read-only state, Review Schedules to check the variations to see where they went awry, Delete the Stage, or Redraft Schedule(s) to try again.

Merged

A Schedule Variation from the drafting process has been merged into the Lottery's working schedule. You may View Options in their read-only state or Delete the Stage.

Stages Overview

The Stages Overview is reached by clicking the Manage Stages button in the footer of a . It is a focused view that displays a list of all existing stages (represented as separate ), which are associated with the selected lottery.

A simplified version of the selected lottery card appears at the top of the page, and just above that is a Lotteries link with a backwards-facing chevron button, which when clicked will return the administrator back to the .

Stage Schedule

Each stage associated with the selected lottery will be represented in this list as an individual . Just above this list of cards, there are controls for searching through and sorting the list of stages. To search for a specific stage by type, you may use the Search Stages input field, or adjust the Sort By selector to arrange the list in ascending or descending order, by either the title or date.

Options Overview

The Options Overview is reached by clicking the Manage Options button in the footer of a Stage Card. It is a focused view that displays a schedule-based interface for building the options that learners will eventually be ranking in order of preference.

A simplified version of the current lottery card appears at the top of the page, and just above that is a Lotteries link with a backwards-facing chevron button, which when clicked will return the administrator back to the Lotteries Overview. Similarly, below the simplified lottery card is a simplified stage card representing the focused stage, and a chevron button and Stages link to return the admin to the Stages Overview.

Managing / Viewing Options

Managing Options

The core of the Managing Options interface is the option builder. Each row of the builder corresponds to one Option. Clicking any blank entry in the option row will open the form for Adding a Rotation, while clicking on an existing rotation in the row will display information about that rotation, and prompt the administrator to either Edit or Delete the rotation, if necessary.

Above the option builder on the right side, there is a button to Add Option rows to the builder. Each option also has a checkbox in the left-most column, and checking one or more of these inputs enables the action buttons below, which can be used to Delete or Duplicate the selected item(s).

Viewing Options

While the Options Overview is designed to allow administrators to build and customize options for learners to rank, there are certain scenarios where modifying the options would cause undesired behaviour. For this reason, when viewing the Options Overview, certain stage statuses will cause the overview to be rendered in a read-only, non-modifiable state. One such case where this occurs is when the stage is open to learners, to prevent the options from changing while they are in the process of being ranked by the learners.

Schedule Variation

When a Stage has closed and the Draft Schedule(s) button (labelled Redraft Schedule(s) in the case of Stages that have been drafted previously) is clicked, a background job will be scheduled for the very near future, to generate the variations using the Lottery module's processing algorithm.

Once that job and the algorithm has completed its processing, you will have one or more Schedule Variations, each of which represents the outcome of one attempt or iteration of the algorithm. Each Schedule Variation may be slightly different, and this is because the algorithm uses randomization to shuffle the list of Learners, ensuring impartiality.

After the variations are generated, they can be reviewed in the Variations Overview one at a time. If an optimal variation is found, it can be merged into the Lottery's working schedule, which can be published at a later date when ready. If for any reason there are no viable schedule variations created from the algorithm's processing, you may select the Redraft Schedule(s) button on the Stage Card in the Stages Overview.

The Lottery's Working Schedule

A Lottery's "working schedule" begins as a copy of the rotation schedule that is initially imported when the Lottery is created. It works as a temporary sort of holding tank for the initial state of the schedule, but it also includes all of the edits that have been made to it since, as well as every Schedule Variation that has been merged in at the end of a Stage

After creating your Lottery, building and opening Stages within it, and drafting and merging in Schedule Variations, your Lottery's working schedule should hopefully be in a state where it is ready to be published, which will make it accessible to all of the audience's Learners.

Publishing the Lottery's Working Schedule

To publish a Lottery's working schedule, navigate to the Lotteries Overview, to view your list of Lottery Cards. Click on the "More" button on the target Lottery's card (the chevron icon button in the right-hand side of the card header) to expand the card.

You will then see two tabs, labelled Schedule and Stages. Ensure that the Schedule tab is highlighted, and a version of the rotation scheduler will display everything currently contained within the Lottery's working schedule, presented as a stacked list of Learners. Below this scheduler interface is a Publish button.

Modifying Existing Stages

Editing a Stage

Each Stage Card has its own Edit button. When this button is clicked, the selected Stage will be opened in a form similar to the one used when Creating a Stage, with the existing data pre-populated. All fields except for the Stage Type will be editable.

Deleting a Stage

Each Stage Card also has its own Delete button. When this button is clicked, a confirmation dialogue box will be shown, to verify that the stage should indeed be deleted. A warning notice will be displayed above a minimalistic summary outlining all of the associated Options that will be deleted along with the stage, if the Confirm button is selected.

Modifying Existing Option Rotations

Editing an Option Rotation

As you progress through building your Options, the option rotations you've added will appear as coloured cells in their respective Option's row. If you need to modify an individual option rotation, simply click on its coloured block in the timeline, and a context menu popover will be displayed, showing additional information about the rotation and some action buttons.

Clicking the Edit action button will open a form very similar to the one used to add a new option rotation, that will allow you to modify the chosen option rotation. You will be unable to Filter by Block, however all other controls are enabled, allowing you to change to a different rotation or block by length.

Deleting an Option Rotation

Much like the process for editing an option rotation, to delete one you must first open the context menu popover by clicking on the option rotation you would like to remove. When the popover is displayed, select the Delete button. A confirmation dialogue will be displayed, asking you to confirm your decision. Click Cancel to back out of the action, or Confirm to proceed with deletion.

Lottery Card

Each lottery that appears in the stacked Lotteries List is represented as a separate Lottery Card, which provides administrators with useful controls, and information about the status and details of a lottery.

Card Header

A lottery card is divided into three parts - a header, a body, and a footer. The card header showcases the administrator-provided title of the lottery, and off to the right-hand side, a toggle that expands or collapses the lottery card. An upward-pointing chevron icon means the lottery has been expanded, while a downward-pointing chevron indicates the lottery is in its collapsed, default state.

Card Body

When a lottery card is in its default, collapsed state, a simple set of meta information is displayed. This meta information consists of two separate counts, one for the number of stages contained in the lottery and another for the total number of learners in the lottery's audience.

Expanded Content Tabs

When a lottery card is expanded by clicking the downward-pointing chevron button at the right of the card header, a new content window will appear within the card. This content window is comprised of two content tabs, Schedule and Stages, which allow the admin to view more in-depth information about the lottery.

Card Footer

The card footer contains several action buttons. On the right side are Edit and Delete buttons, and on the left there is a Manage Stages button, which will open up the Stages Overview for that lottery.

Walkthrough

After creating and scheduling a Stage, your primary task is to create Options before the stage opens, so that Learners will have a variety of choices to rank by preference once it does. On any Stage Card that has not opened yet, there will be a Manage Options button, which you can click to arrive at the Options Overview.

‌From there, you should click the Add Option button to create your first Option, which will appear below, in an interface that looks and behaves similarly to Elentra’s rotation scheduler.

The Options Builder

In this Options Builder interface, each row represents a separate Option, and the right column of the interface represents a timeline of the curriculum period divided visually as Blocks.

Rotation blocks are added by administrators to each Option, along their respective linear rows in the timeline, thereby creating different sequences of rotation blocks for each Option. Once this process is complete and the Stage reaches its opening date, Learners will be able to login and view the list of Options, and rank them in their order of preference.

Opening the Adding Rotations Form

Clicking anywhere in the schedule portion of the Options Builder will open up a form below, that can be used to select which rotation and block should be added to the Option. The location where you click does matter, so make sure to click into the row corresponding to the Option where you would like to add the rotation.

Also take note of the grid divisions. As you hover over the schedule, it will highlight the hovered Block in light blue to let you know the timeframe or range where you would be adding the rotation, however this is also customizable in the form once it has been opened.

Adding Option Rotations

The form for Adding Rotations consists of a list of all available blocks, and above that, three dropdown selectors which are used to filter that list.

The first filter is Filter by Block, which will change the highlighted block in the schedule’s timeline showing you the start and end range of the Block. If you’ve clicked into the wrong Block in the horizontal timeline, you can change that with this filter.

The second filter is Filter by Length, which allows you to limit the rotation blocks you can choose from by their length (typically 1, 2, or 4 Weeks in length). The third and final filter is Filter by Rotation, which can be a very helpful starting point if you know the exact type of rotation but want to see the timing options available. As you modify and combine of these filters, the list below will adjust accordingly. Each Block for a Rotation is represented as a radio button row. If you click on one of these, it will become selected and a visual representation of the block’s timing and length will appear in the schedule timeline. You can click through as many of the rotation blocks as you like to see how they correspond to the the timeline and any other existing rotations.

Once you are satisfied with your choice, click the Confirm button on the form to lock it into the Option. You'll need to repeat this process for each Option, so that ideally that the Learner audience logs in they will have a good variety of choices to rank.

As you are building the Options, please note that if you find you have added a rotation block, but need to modify it at a later date, you can also Edit or Delete existing rotation entries in the builder.

Options

An Option is an ordered sequence of rotations with some variance in rotations or timing. These options are built using the options builder located in the Options Overview. When a stage is "Open", the options will be presented to learners in a stacked list, which they will then rank in numerical order of preference. Once learners have submitted their preferences and the stage has closed, the drafting algorithm then uses their ranked, preferential data in its attempts to build schedule variations that grant the highest number of learners their most desired choices.

Appearance

Admin Side

When the admin is building Options, they appear as individual rows in the Options Builder.

Learner Side

When a Learner is ranking the Options in order of preference in the Ranking Interface, they appear as separate, numbered cards with several controls. When a Learner-side Option card is checked, two chevron-icon buttons will appear, allowing the Learner to nudge the checked Option(s) up or down.

Generating Schedule Variations

Once a Lottery has had a Stage scheduled, and its Options created, the process of gathering Learner input will occur once the Stage reaches its opening date. Later on, after reaching the Stage's closing date, you should have a set of data representing each Learner's Rankings of the Options from most preferred to least preferred.

Viewing the Stages Overview at this point will show the Stage Card with a status badge of "Closed", indicating that the timeframe for Learners to provide input has ended. You'll also see a new set of controls on the Stage Card. The first is a dropdown selector that allows you to specify the number of desired Schedule Variations you would like to generate, alongside an action button to initiate the process of generating them.

Variations Overview

After you've generated Schedule Variations for a Stage, that Stage's card will display a button allowing you to Review Schedules. Clicking that button will take you to the Variations Overview, which contains the Reviewing Schedules interface.

Under the "Reviewing Schedules" heading, you'll see a dropdown selector labelled Select Schedule Variation allowing you to select one of the generated variations for review. The dropdown will contain up to five numbered variations, depending on the number specified when clicking the Draft Schedule(s) button beforehand. If any errors occurred while drafting a specific schedule variation, that variation will be marked with a red "Failed" badge, both in the dropdown and when that variation is selected.

When a schedule variation is selected, a modified version of a rotation scheduler will appear below the dropdown selector. This scheduler interface contains a stacked list of Learner rows, with some meta information in the left-hand column, such as their profile picture, full name, and student number.

Learner Assignment Messages

Additionally, below the Learner's name and student number, an assignment message will be displayed to indicate one of the three potential states a Learner can be on at the end of the algorithmic processing for the selected variation. These three states are:

• If the Learner submitted their Rankings while the Stage was open, and they received one of the Options, then the message will read as "Received Rank #XX", where the XX is replaced with their numerical Rank for the Option that they received. As an example, if a Learner's assignment message reads "Received Rank #9", that means they were assigned a certain Option, and that Option was their 9th highest preference, whereas "Received Rank #1" means that Learner was assigned their most desired Option.

• If the Learner did not submit their Rankings while the Stage was open, and they received one of the Options, then the message will read as "Auto-Assigned". This indicates that they did receive an Option, but their preferences were given less of a priority during processing as they were generic (Learners who take time to submit a customized list of Rankings are processed with priority over Learners who do not submit their preferences).

• In cases where the Learner could not be assigned an Option at all due to any errors that may occur while running the processing algorithm, the Learner row will be empty, and a red warning message will be displayed that reads "Failed to Schedule"

Action Buttons

Underneath the scheduler interface are two action buttons. The first of these is a simple Cancel button that will deselect the current Schedule Variation, clearing the scheduler interface and allowing you to select a different variation to review.

The second button is labelled Merge Schedule, which will open a confirmation dialogue to ensure that it is not merged before the administrator is ready. Upon clicking the Confirm button in the confirmation modal, the currently selected Schedule Variation will be merged into the Lottery's working schedule.

If an error happens to occur when attempting to merge the variation into the Lottery's working schedule, an alert message will be displayed to inform the administrator that the operation was not successful. The HTTP response code from the API request will be included in this alert, which can be helpful for diagnosing any potential issues.

Walkthrough

On the Stage Card, begin by clicking on the button labelled "1 Variation", which will open up a dropdown allowing you to choose between 1 to 5 variants to be generated. Once you have decided on the number of Schedule Variations you would like, click the Draft Schedule(s) button.

This will create a background job that will be scheduled to run shortly, that will generate the variations using the Lottery module's processing algorithm. After the processing algorithm completes, you will have one or more Schedule Variations. These can be reviewed in the Variations Overview one at a time.

Under the "Reviewing Schedules" heading in the Variations Overview, you'll see a dropdown selector labelled Select Schedule Variation allowing you to select one of the generated variations for review. The dropdown will contain up to five numbered variations, depending on the number specified when clicking the Draft Schedule(s) button beforehand. If any errors occurred while drafting a specific schedule variation, that variation will be marked with a red "Failed" badge, both in the dropdown and when that variation is selected.

Reviewing a Schedule Variation

When a schedule variation is selected, a modified version of a rotation scheduler will appear below the dropdown selector. This scheduler interface contains a stacked list of Learner rows, with some meta information in the left-hand column, such as their profile picture, full name, and student number.

Each Learner row will have one of three Learner Assignment Messages. For a successful Schedule Variation, there should be no Learners with a red failure message. In each variation, a Learner who has been successfully assigned an Option will have either an "Auto-Assigned" message (for Learners who did not submit their Rankings), or a "Assigned Rank #XX" message. The "Assigned Rank #XX" message indicates that the Option that the Learner received was ranked at the XX number in their list of submitted Rankings.

Merging a Schedule Variation

Once everything in a specific Schedule Variation has been reviewed, if it is deemed to be ready and chosen as the most viable variation out of all that were drafted, it should be merged into the Lottery's working schedule.

This process is initiated with the button under the scheduler, labelled Merge Schedule. When clicked, it will open a confirmation dialogue to ensure that it is not merged before the administrator is ready. Upon clicking the Confirm button in the confirmation modal, the currently selected Schedule Variation will be merged into the Lottery's working schedule.

If an error happens to occur when attempting to merge the variation into the Lottery's working schedule, an alert message will be displayed to inform the administrator that the operation was not successful. The HTTP response code from the API request will be included in this alert, which can be helpful for diagnosing any potential issues.

When the process of merging the variation has completed, you will be returned to the Stages Overview, where the Stage Card's status will be updated to "Merged". Once you have completed any desired merge actions, you are ready to begin the final step of the Lottery process, which is to publish the Lottery's working schedule.

The 'My Lotteries' Dashboard

When a Learner clicks into their Lotteries dashboard, they will arrive at the My Lotteries page. This page displays a list of all Lotteries that the Learner is a part of, presented as a stacked list of cards. This list of Lotteries can be narrowed down using the Search Lotteries and Filter Lotteries input fields, and each lottery's card contains the following information:

• The title and creation date of the Lottery, as set by the administrator.

• A helpful contextual alert stating the Lottery's status and timing information.

• An Open action button, that navigates to the for that Lottery.

If a Lottery will be open in the future, a message is displayed indicating the date and time the Lottery will be opened for Learner input.

If a Lottery has closed and is no longer open to Learners, a message is displayed stating the date and time when the Lottery closed.

Ranking Options by Preference

When a Learner has an open Lottery available on their dashboard, they can click that Lottery's Open action button to begin Ranking the in order of their preference. This process is only available to Learners while the Lottery's stage status is actively "open".

This step is crucial to the Lottery process, as Learner input is collected in order to create the data that the Lottery algorithm uses when attempting to maximize overall Learner satisfaction.

The Ranking Interface

Header

At the top of the Ranking Interface is a heading that displays the title of the Lottery (as provided by the administrator during its creation), as well as some information about how long ago the Lottery was opened. Under this heading, a brief instructional message is provided for Learners.

Options List

The collection of Options is presented as a stacked list of Option cards, that each have their own controls that can be used to reorder the list.

The list is always presented in ascending numerical order, with the top Option choice (Rank 1) first and the least desired Option residing at the bottom of the list. Moving Options up means a higher preference, and moving them down indicates they are less desirable.

Dragging and Dropping

To move a single Option to another place in the list, click and drag the handle on the left side of the card. The handle is an icon consisting of a collection of 6 dots, arranged in two vertical, 3 dot columns. Hold down the click button on this icon handle, then drag up or down. Release the mouse button once the transparent "ghost" of the dragged option is sitting where you'd like in the list.

Selecting One or More Options

The left side of each Option card also includes a checkbox. You may check more than one Option at a time, and certain controls will become enabled depending on what reordering actions are available. When an Option is checked, the left-hand column expands to include Nudge Up and Nudge Down buttons, represented by an upward chevron icon, and a downward chevron icon, respectively.

Nudging Up or Down

When an Option is checked, and the Nudge Up and Nudge Down buttons are visible, clicking one will nudge the option in the selected direction, effectively swapping it with the Option currently residing in that location.

When multiple Options are checked, the nudge buttons are also available, however, if any gaps exist between the checked Options, they will be removed before the nudge occurs. As an example, let's say you have a list of five options (labelled alphabetically for demonstration).

1. Option A

2. Option B

3. Option C

4. Option D

5. Option E

Now let's say you check Options A, C, and D. The list now looks like this, with the checked Options visually highlighted:

1. [✔] Option A

2. Option B

3. [✔] Option C

4. [✔] Option D

5. Option E

In this multi-checked state, the Nudge Up buttons will be disabled for the checked Options. This is because one of them cannot move up any higher than it is, as Option A is already the top-most choice. However, it is possible to move the group of checked options downward in the list, using the Nudge Down button on any of the checked Options. Performing this action will result in the following list:

1. Option B

2. Option E

3. [✔] Option A

4. [✔] Option C

5. [✔] Option D

This is because before any nudge action, all checked Options are "squashed" together to remove any potential gaps, then moved as a grouped block in the direction of the nudge action.

Move To Top / Move to Bottom

When an Option is checked, the buttons in the page's sticky footer, Move to Top and Move to Bottom become enabled. If there are multiple Options checked, the labels change to say Move All to Top/Bottom. When either of these buttons is clicked, any checked Options will be squashed and grouped together to remove any gaps, then moved t the very top or very bottom of the list.

Direct Move

If you have a single Option checked and would like to move it to a specific Rank number, you can use the input field in the middle of the sticky page footer. Simply type in the destination Rank number, then click the Move button. The list will accommodate for the move by nudging all affected Options up or down by one, depending on whether the action moved the checked Option higher or lower in the list.

You can also perform a direct Move action when multiple Options are checked, and it will behave the same way, but be aware that if there are any gaps between your checked Options, as mentioned above, they will be removed prior to the move action. That means spread out checked Options will be squashed together into a block, then moved to their new destination rank.

Auto-Saving and Manual Saving

After every action that reorders the list, it will be automatically saved. There also exists a manual Save button in the page's sticky footer bar, that can be used to explicitly force the rankings to save. Hovering over this button will display a tooltip that shows the date and time when the rankings were last saved. You can use this tooltip to check and ensure that your rankings are fully stored before leaving the Ranking Interface.

Leave tracking allows administrative staff to record absences for learners. Please note that this is a separate tool from the Absence Management module.

• Navigate to Admin>Clinical Experiences.

• You will land on the My Learners tab.

• Each learner card displays the learner name, email, photo and institutional id.

• Search for a learner as needed, and if you can't find someone, ensure that you are in the correct curriculum period using the dropdown menu on the right.

• From the learner card, click 'Leave tracking'.

• Click 'Record New Leave'.

• Provide the required information noting the following: Leave Type: The list of leave types is configured in the database and there is no user interface to change the leave types.

• Click 'Save'.

• The leave will appear on a list and will be sorted by type and total days in a second list.