Distributions

A distribution defines who will complete a form, who/what the form is about, and when the form will be completed. Usually, administrative staff manage distributions of forms to cohorts of learners, faculty, event participants, etc. Generally, the following language is used in the A&E module:

Assessor/Evaluator: The person completing a form/task Target: The person, course, experience or other that the form/task is about Distribution method: How the form/task is assigned to people (e.g. based on a date range, rotation schedule, event schedule, etc.)

The available distribution methods and some of their use cases are listed below:

Rotation Schedule: Use a rotation schedule distribution to send forms based on a rotation schedule. This could include assessments of learners participating in a rotation, evaluation by learners of a specific rotation site or experience, etc.

Delegation: Use a delegation to schedule a distribution to be sent to an intermediate person who will later forward the tasks to the appropriate assessor/evaluator. For example, if you want to set up distributions in September, but it is unknown who learners will work with in January because a clinic schedule hasn't been set yet, you could send the distribution to a delegator to forward once the clinic schedule is known.

Learning Event Schedule: Use a learning event schedule distribution when you want to have participants evaluate an event, when you want participants to evaluate the faculty teaching particular types of events, or when you want faculty to assess the learners participating in certain types of events.

Date Range: Use a date range to create the most generic type. You could use this for faculty or course evaluations, or for assessment of learners at any point.

A distribution wizard walks users through creating any distribution. Note that a distribution is only saved once all five steps of the wizard are complete. You can navigate forward and backward in a distribution using the Previous Step and Next Step buttons. You can cancel a distribution at any time by clicking 'Cancel'.

How to create a distribution

• Navigate to Admin>Assessment & Evaluation.

• Click 'Distributions'.

• Click 'Add New Distribution'.

• This will open a five-step wizard that walks you through creating a distribution. On the following pages you can read about the specifics of each distribution method.

How to copy a distribution

• Navigate to Admin>Assessment & Evaluation.

• Click 'Distributions'.

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

• Click on the cog icon to the right of the distribution you want to copy. Select 'Copy Distribution'.

• Edit the information in each step of the distribution wizard as needed and save your work.

How to delete a distribution

• Navigate to Admin>Assessment & Evaluation.

• Click 'Distributions'.

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

• Click the checkbox beside the name of the distributions you want to delete.

• Click the red Delete Distributions button.

How to manage distributions (monitor completion of tasks, remind people to complete tasks, etc.)

• Navigate to Admin>Assessment & Evaluation.

• Click 'Distributions'.

• Use the search bar to look for the distribution you want to manage. Click the down arrow beside the search bar to apply filters to refine your search results. You will only see distributions to which you have access.

• Click on the cog icon to the right of the distribution you want to copy. Select 'View Distribution Report'.

• Review progress. Click on any category (Pending, In Progress, Completed) to view more details about specific targets and assessors.

• Pending tasks have not yet been started. In Progess tasks have been started but not complete. Completed tasks are done and have been submitted.

• To delete tasks tick off the box below the garbage icon on each task card and then click the red Delete Task(s) button.

• To send reminders to those with incomplete forms, tick off the box below the bell icon on each task card and then click the blue Manage Distribution button and select Send Reminders from the dropdown list. To select all tasks for reminders click on the bell icon.

• Review your choices and, if correct, click Confirm Reminders. You will get a green success message.

• To add a task to a distribution, click the blue Manage Distribution button and select 'Add a Task' from the dropdown list. Complete the required information and click 'Confirm Task'.

Viewing progress results for learning event-based distributions: Program coordinators who set up such distributions should view progress from their My Assessments page.

How to manage tasks at the individual level

• Many of the functions described above can also be completed at an individual task level when logged into the system as a program coordinator or faculty director.

• Click the Assessment and Evaluation badge at the top right (beside the logout button).

• Click the My Learners tab.

• Click on the appropriate tab for a learner (e.g. CBME, Assessments, Logbook).

• When looking at a user's Assessment & Evaluation dashboard, some users will be able to send reminders, remove tasks, and download PDFs of selected tasks from their assigned learners or faculty.