Elentra ME User Documentation
Elentra ME 1.24
Elentra ME 1.24
  • Introduction
  • What's New in ME 1.24?
  • Support
    • Supported Browsers
    • Reporting Issues
    • Elentra Learn Webinars
    • Feature Requests
  • System Setup
    • Database Settings Options
    • Organisations
    • Assessment Types and Characteristics
    • Assessment Flag Severity
    • Assessment Response Categories
    • Bookmarks
    • Clinical Response Categories
    • Grading Scales
    • Departments
    • Hot Topics
    • Learning Event Types
    • Location Management
    • LTI Providers
    • Media Sources Management
    • Medbiquitous Tools
      • Medbiq Assessment Methods
      • Medbiqitous Instructional Methods
      • Medbiquitous Resources
    • Restricted Days
    • User Disclaimers
    • User Meta Data
  • Curriculum Management
    • Curriculum Layouts and Periods
    • Blocks in a Curriculum Period
    • Curriculum Tracks
    • Curriculum Map Versions
    • Curriculum Tag Sets and Curriculum Tags
    • Context-Based Linkages
    • Hot Topics
    • Curriculum Search
    • Curriculum Explorer
    • Curriculum Matrix
  • User Management
    • Create and Manage Users
    • User Permissions
      • Clinical Faculty Checkbox
    • User Disclaimers
    • User Metadata
    • User Incidents
    • Profile Photos
  • Manage Cohorts
  • Student Management
    • Disciplinary Actions
    • Formal Remediation
    • Leaves of Absence and Off-Cycle Learners
    • Auditing A Course
    • MSPR
    • Observerships
  • Dashboard and Calendar
    • Dashboard
    • Calendar
    • Calendar Subscription
  • Communities
    • Community Types and Uses
    • Creating and Managing Communities
    • Community Pages
      • Announcements
      • Discussions
      • Document Sharing
      • Events
      • Galleries
      • Polling
      • Quizzes
      • External URL
      • BasicLTI Consumer
    • Managing Communities
      • Community Reports
      • Locking a Community
    • Subscribing to Community Notifications
    • Public/Guest Accounts
  • Courses
    • Creating Courses
    • Course Setup
    • Curriculum Tags
      • Copying Assigned Tags from one Curriculum Period to Another
    • Course Content
    • Course Enrolment
    • Course Groups
    • Course Event Attendance
    • Gradebook
    • CBME
    • Logbook
    • Course Reports
  • Course Websites
    • Creating a Course Website
    • Course Website Versioning
    • Locking a Course Website
  • Gradebook
    • Creating Assessments
      • Collections
      • Group Assessments
      • Attaching an Exam
      • Attaching a Discussion Post
      • Attaching a Quiz
      • Managing Existing Assessments
      • Copying an Existing Gradebook
    • Considerations for Clerkship
    • Entering Grades
      • Faculty and TAs Entering Grades
      • Grades from Exams
      • Grading Discussion Posts
      • Grades from Quizzes
      • Adjusted Grades
    • Drop Box Assignments
    • Comments in Gradebook
    • Document Delivery
    • Viewing and Reporting on Gradebooks
    • Gradebook Calculations
    • Learner Explorer
    • Learner View of Gradebooks, Learner Explorer and Assignments
    • Group Assessments and Assignments (Learner View)
  • Learning Events Tab
    • Learners - Bulk Download Event Files
  • Scheduling Events
    • Creating and Managing Events
    • Copying an Existing Schedule of Events
    • Recurring Events/Event Series
    • Parent Child Feature
    • Reporting on Learning Events
  • Event Pages
    • Learner View of Learning Events
    • Event Setup Tab
    • Event Content Tab
      • Bulk Event Feedback Management
    • Event Attendance Tab
    • Event History Tab
    • Event Statistics Tab
    • Reporting on Events
    • Recurring Events Tab
  • Team Based Learning
  • Lecture Capture
  • Units/Weeks
    • Creating Units
    • Learner View of Units
  • Cases
  • Clinical Experience
    • Accessing My Learners in Clinical Experience
    • Logbook
      • Configure Curriculum Tags to be Loggable
      • Course Setup Required to use Logbook
      • Learner Use of Logbook
      • Logbook Reporting
    • Rotation Schedule
      • Rotation Schedules
      • Rotations
      • Blocks/Slots
      • Booking Learners into Slots
      • Viewing Existing Schedules
      • Granular Clinical Scheduling
        • Clinical Event Attendance Tracking
      • Learner View of Rotation Schedule
      • FAQ
    • Lottery
      • Lottery Glossary
      • Managing Lotteries
        • Lottery Cards
        • Creating a Lottery
        • Editing or Deleting a Lottery
      • Managing Stages
        • Stage Cards
        • Creating a Stage
        • Editing or Deleting a Stage
      • Managing Options
        • Options
        • Adding an Option Rotation
        • Editing or Deleting an Option Rotation
      • Learner Ranking
        • Ranking Interface
      • Managing Variations
        • Schedule Variations
        • Generating Schedule Variations
      • Publishing the Schedule
    • Leave Tracking
  • Clinical Courses Duty Hours Tracking
  • Absence Management
    • Absence Management Set Up
    • Absence Management Dashboard
    • Reporting and Tracking Absences (Learners)
    • Managing Absence Requests
    • Tracking Absences in Learning Events (Admin/Faculty)
    • Absence Management Notifications
    • Generating Reports
  • Assessment & Evaluation
    • System Settings
    • Rating Scales
    • Creating and Managing Items
      • Items as seen in PDF
    • Creating and Managing Forms
      • Confidential Assessors/Evaluators
    • Form Templates
    • Distributions
      • Rotation Based Distributions
        • Support for Off-Service Rotation Assessment and Evaluation
        • Distribution Progress Report (Rotation-Based Distribution)
      • Delegation Distributions
      • Learning Event Schedule Distribution
      • Date Range Distribution
      • Ad Hoc Distribution
      • Reciprocal Distribution
      • Summary Assessment Tasks
      • Optionally Release Completed Evaluation Tasks
      • Feedback Options (Distribution Step 4)
      • Peer Assessment Target Release Options
      • Target and Task Release Options (Step 5)
      • Distribution Progress Reports
      • Retiring and Deleting Distributions
    • On-Demand Workflows
    • Rotation Evaluation Options
    • Faculty Evaluation Options
    • Administrator Use
      • Admin > Assessment & Evaluation Dashboard
      • Send Reminders
      • Forwarding Tasks
      • Record Assessment
      • Reopen and Edit Completed Forms
      • Delete and Recover/Reopen Tasks
      • Extend On-Demand Task Expiry Dates
      • Trigger Assessment
      • Trigger Bulk Assessments
      • Assessment and Evaluation Badge
      • Delegations
      • Distribution Reviewer
    • Assessment and Evaluation Reports and Completed Tasks
      • Access to Completed Assessment & Evaluation Tasks and Reports
      • Evaluations Reports
      • Assessments Reports
      • Leave Reports
      • Distribution
      • Weighted CSV Report
      • Sample A&E Reports
    • External Assessors
    • Email Notifications in A & E
    • FAQ
    • Faculty Use of Assessment and Evaluation
      • Completing Tasks
      • Deleting Tasks
      • Forwarding Tasks
      • Completing a Summary Assessment Task
      • Viewing Learners' Assessments (as Staff/Faculty)
    • Learner Use of Assessment and Evaluation
      • Starting an Assessment On Demand
  • Competency-Based Medical Education
    • Setting Up CBME: Overview
    • Mapping Curriculum
      • Auto-Setup Curriculum Tag Sets
      • Populate Standard Key and Enabling Competencies
      • Accessing Templates for Importing CBME Data
      • Import EPAs
      • Choose Competency and Curriculum Tag Options
      • Import Key Competencies (Program-Specific)
      • Import Enabling Competencies (Program-Specific)
      • Import Milestones
      • Import Enabling Competencies Mapping Template
      • Modifying Uploaded Templates
      • Import Contextual Variable Responses
        • Contextual Variable Groups
        • Reordering Contextual Variable Responses
        • Modifying Contextual Variable Responses
      • Defining and Uploading Procedure Attributes
      • Trouble Shooting EPA Content
      • Mapping Additional EPAs After Importing Templates
      • Editing Existing EPAs
      • Setting Priority EPAs and Likelihood
      • Viewing the EPA Encyclopedia and EPA Maps
    • Assessment Plan Builder
    • EPA Versions - Overview
      • Using the Versioning Wizard
      • Form Building with Versioning
    • Managing Faculty and Residents
      • Recommendations for CBME User Roles
      • Learner Levels
      • Course Lists
      • Setting up Academic Advisor Groups
      • Managing Competency Committees
    • Forms/Tools: Introduction
    • Creating and Managing Forms
      • Rating Scales
      • Supervisor Form Template
      • Procedure Form Template
      • Field Note Form Template
      • Rubric Forms
      • Periodic Performance Assessment (PPA) Forms
      • Form Embargo Option
      • Reordering Items on Published Forms
      • On-Demand Workflows
      • Reviewing Form Feedback
      • Tracking Completion of Tasks and Forms
    • Initiating, Completing and Monitoring Forms
      • Initiate Assessment/Evaluation: Faculty
      • Initiate Assessment/Evaluation: Learners
      • Resident Tool: Assessor Cues
      • PAs Entering Completed Forms
      • Reopening and Editing Completed Assessments
      • Overview of Task Status
    • Reviewing Resident Progress
      • CBME Program Dashboard
      • FAQ: CBME Program Dashboard
      • CBME Visual Summary
      • CBME Learner Dashboard
      • Archived Assessments
      • Learners' Assessments Page
      • Promoting Learners Through Stages
      • Updating Learner Stages
      • Meeting Logs
      • Milestone Report
      • Pinning Forms, Items and Comments
      • Resident Tool: Thumbs Up for Helpful Feedback
  • CBE
    • Create a Curriculum Framework
      • Curriculum Framework Tag Set Options
    • Upload Objectives for a Curriculum Tag Set
    • Upload or Add Contextual Variable (CV) Responses
    • Set up an Assessment Plan
    • Create Form Templates
    • Review Learner Progression
    • Set up a CBME program in CBE
    • CBME to CBE Post-Migration Review
    • Visual Summary
      • Normative Assessment
      • Resident Dashboard
      • Faculty Development Dashboard
      • Program Evaluation Dashboard
      • Program Oversight Dashboard
  • Exams
    • Exam Questions
      • Importing Exam Questions from Text Files
      • Migrating Questions from ExamSoft
      • Migrating Responses From Exam Soft
      • Export an Exam to Word (.doc) File
    • Creating and Managing Exams
    • Exam Information and Settings
    • Exam Posts
    • RPNow
    • Examity
    • Safe Exam Browser
    • Respondus Lockdown Browser
    • Adjust Exam Scoring
    • Exam Reports
    • Exam History
    • Grading Exams
    • Learner View of Exam
    • Student Admin
    • Exam Question Management
  • Quizzes
    • Creating and Managing Quizzes
    • Learner View
  • Notices
    • Creating and Managing Notices
    • User View of Notices
  • Polls
    • Creating and Managing Polls
  • Peer Instruction
    • Access Peer Instruction
    • Create and/or Manage a Poll
    • Attach/Detach Question(s) to a Peer Instruction
    • Manage a Peer Instruction Event
    • Peer Instruction Reports
  • Medical Student Performance Records
    • Creating and Managing MSPRs
    • Learner Use of MSPR
  • Portfolio
    • Managing Portfolios
      • Managing Portfolio Advisors
    • Viewing Portfolio Entries
    • Learner Use of the Portfolio
    • Portfolio and Gradebook Integration
  • Learning Object Repository
    • Managing Learning Objects
  • Preparing for a New Academic Year
  • Annual Reports
    • Reporting on Annual Reports
  • User Tools and Options
    • User Profile Preferences
    • User Privacy Preferences
    • User Notification Preferences
    • Organisation Switcher
    • Hide Sidebar
    • Display Style Switcher
    • Bookmarks
    • People Search
    • Permission Masks
    • RSS Feeds
    • Give Feedback!
    • My Meetings
  • System Reports
    • Learning Event Reports
    • Course Reports
    • Curriculum Reports
    • Teaching Event Reports
    • Learner Incident Reports
    • Usage Reports
    • Assessment Reports
    • External Reporting
      • AAMC CI Reporting
    • MSPR Reporting
    • Clerkship Reporting
    • Learner Reports
  • Awards
    • Creating and Managing Awards
  • Regional Education
    • Managing Regions
    • Apartments
      • Managing Learners and Accomodations
  • Rich Text Content and Accessibility Checker
  • Multiple Language Support
  • Remote Learning
    • Providing online meeting urls in Learning Events
    • Integration with Microsoft Teams
  • Glossary
  • Elentra Mobile User Guide
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On this page
  • Form Types
  • How to create forms
  • Form Information
  • Form Items
  • How to manage forms (delete items, rearrange items, etc.)
  • How to copy an existing form
  • How to retire an existing form
  • How to delete an existing form

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  1. Assessment & Evaluation

Creating and Managing Forms

PreviousItems as seen in PDFNextConfidential Assessors/Evaluators

Last updated 2 years ago

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New in ME 1.21!

Confidentiality option to hide the names of assessors/evaluators on completed tasks.

A form is a collection of items used to assess a learner, or evaluate a faculty member, event, rotation, course or anything else in your organisation. Forms can be created for specific courses, or for use across an entire organization. When building a form administrators can optionally indicate a form workflow which allows Elentra users to initiate a form on-demand (e.g. for the purposes of clinical assessment).

This help section is about creating forms without CBME templates. See for information about creating CBME-specific forms.

If you are creating a form to be attached to a gradebook assessment please note that not all item types are supported because there is no structure to weight them on the form posted to the gradebook. When creating a form to use with a gradebook assessment it is recommended that you only use multiple choice, dropdown selector, rubric (grouped item only), and free text item. Do not use date selector, numeric, or autocomplete (multiple responses) items. Please see additional details about form behavior in gradebook in the Gradebook section.

Form Types

Elentra supports several types of forms.

  • Generic Form

    • Users can add any items to this form and it will be immediately available for us.

  • Standard Rotation Evaluation Form

    • You will require developer assistance to add this form to your organization.

    • Only use this form type if you are also using the Clinical Experience rotation scheduler and you use an identical form to evaluate all rotations within a course.

    • This form can have preset items that appear on the form each time one is created. There is no user interface to build the templated items and a developer needs to do so.

    • When a new form is made, the templated items (if any exist) will be automatically added to it. Users can then optionally add additional items. After adding items, the form must be published before it can be used.

    • Forms must be permissioned to a course to be used, and each course can only have one active form at a time. If a new form is created it will overwrite the existing form.

    • Each course must have its own form permissioned to it. (If forms are identical for all courses, you can create one form, copy it multiple times and adjust the course permissions.)

    • This form can be automatically distributed based on a rotation schedule (set by administrators when building rotations) OR can be made available to be accessed by learners on demand (use the on-demand workflow for this option).

  • Standard Faculty Evaluation Form

    • You will require developer assistance to add this form to your organization.

    • Only use this form type if you use an identical form to evaluate all faculty within a course.

    • This form can have preset items that appear on the form each time one is created. There is no user interface to build the templated items and a developer needs to do so.

    • When a new form is made, the templated items (if any exist) will be automatically added to it. Users can then optionally add additional items. After adding items, the form must be published before it can be used.

    • Forms must be permissioned to a course to be used, and each course can only have one active form at a time. If a new form is created it will overwrite the existing form.

    • This form can be made available for learners to initiate on demand using on-demand workflows.

Organizations with CBME enabled will see additional form types. Please see the CBME section for additional details on rubric forms, PPA forms, and form templates.

How to create forms

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Forms'.

  • Click 'Add Form'.

  • Provide a form name and select a type (if applicable). See list of form types above.

  • Depending on the form type selected, you may be required to identify a course/program.

  • Click 'Add Form'.

Form Information

  • Form Title: This will be set based on the previous step although you can edit the title if needed.

  • Form Description: Optional. This will display to users when the form is accessed.

  • Form Type: This will be set based on the previous step.

  • On Demand Workflow: If your organization uses workflows like EPA or Other Assessment (i.e. allows users to initiate specific forms on-demand), make the appropriate selection. Set to None if you do not want users to access this form on-demand.

  • Set form permissions to give other users access to this form. You can optionally give permissions to individuals, a course or an organisation.

  • Form Permissions Tips:

    • Any individual given permission to the form will be able to edit it until it is used in a distribution.

    • We strongly recommend permissioning forms to at least a course so that staffing changes are simplified. If you do this, any user who is a course contact for that course and who also has permission to access Admin > Assessment & Evaluation, will be able to access the form and include it in a distribution if needed.

      • If Jane Doe is the only person with access to a form and she retires, you'll need to manually reassign all her forms to a new user. If the form is permissioned to a course, any course contact with access to Assessment & Evaluation will be able to access the form.

    • Currently, permissioning a form to an organization only allows medtech:admin users to access it. As such we recommend relying mostly on course permissions.

    • Please note that forms using a workflow (e.g. EPA, Other Assessment, Rotation Evaulation or Faculty Evaluation) must be permissioned to the appropriate course.

    • Standard Rotation Evaluation and Standard Faculty Evaluation forms must also be permissioned to a course.

  • Confidentiality

    • Check this box if you'd like completed tasks using this form to replace the assessor/evaluator name with "Confidential." This can be useful for things like course or faculty evaluations.

One thing to be aware of if using the Confidentiality option on forms is that once the name of the assessor/evaluator is changed to Confidential, it will be impossible for an admin. to monitor a distribution and see who has/has not completed what. If you typically monitor distributions or use task completion to populate some aspect of a course gradebook (e.g. a professionalism score), you may not want to use the Confidentiality option.

Form Items

  • Click 'Add Item(s)' to add existing items.

    • Note that you can also add grouped items, free text (e.g., to provide instructions), or a curriculum tag set to your form. To add any of these, click on the down arrow beside 'Add Items'. If you choose to add Free Text or a Curriculum Tag Set, please note that you must save your choices within the item box using the small 'Save Required' button.

      • Note: Adding a Curriculum Tag Set is a very specific tool that supports field notes for use in family medicine. Most users should ignore this option.

  • Search for existing items and tick off the check boxes, then click 'Attach Selected' to apply your choices.

  • To create new items while creating your form, click Add Items and then click Create & Attach a New Item. When you complete your new item and save it, you will be returned to the form you in the process of building.

  • Save the form when you have added all the relevant items.

  • To preview your form, by clicking on the eye icon/Preview Form button.

  • To download a copy of the form, use the Download PDF button.

How to manage forms (delete items, rearrange items, etc.)

  • To delete items on a form, tick off the box on the item card and then click the red Delete button on the left.

  • To rearrange items on a form, click the crossed arrow icon on the item card and drag the item to where you want it to be.

  • To edit an item, click on the pencil icon on the item card. Note that an item already in use on a form that has been distributed will not be able to be edited. Instead you must copy and attach a new version of the item to edit and use it.

  • To quickly view the details of an item, click on the eye icon on the item card.

How to copy an existing form

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Forms'.

  • Use the search bar to look for the form you want to copy. Click the down arrow beside the search bar to apply filters to refine your search results.

  • Click on the name of the form you want to copy.

  • Click 'Copy Form' and provide a new name for the copied form.

  • Click 'Copy Form'.

  • Edit the form as needed (e.g., add additional items, change permission, etc.).

    • If you edit an item on a form and that item is in use on other forms, you will affect all of the associated forms. You can optionally view all forms that include the item.

      • For grouped items you can optionally copy and attach the grouped item to the form allowing you to change it as needed.

        • Create new item linkage

        • Create new items

      • For single items you can optionally copy the item to edit it. This will create a brand new item with no connection/link to the item it is copied from.

  • Click 'Save'.

How to retire an existing form

Retiring a form means it will remain available in existing distributions, and reports, but will not be available for any new distribution.

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Forms'.

  • Use the search bar to look for the form you want to retire. Click the down arrow beside the search bar to apply filters to refine your search results.

  • Tick off the box beside the form name (you can select multiple forms to retire at once), and then click the orange Retire Form button.

  • You will be prompted to confirm your action. Click 'Retire'.

  • Retired forms will display with a red highlight around them.

How to delete an existing form

Deleting a form means that all pending and in-progress tasks that used that form will not have a form associated with them and will display an error message stating that the form has been deleted when an assessor/evaluator tries to access the form.

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Forms'.

  • Use the search bar to look for the form you want to delete. Click the down arrow beside the search bar to apply filters to refine your search results.

  • Tick off the box beside the form name (you can select multiple forms to delete at once), and then click the red Delete Form button.

See more detail .

here
here
Adding a form from Admin > Assessment and Evaluation
Adding a permission to a form
View of managing a form item
Accessing Retire Form and Delete Form options