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
  • How to create a new course
  • Course Setup
  • Lecture Capture
  • Course Enrolment and Course Visibility for Private Courses
  • How to delete a course
  • Reminder Notifications: Email text to course faculty

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  1. Courses

Creating Courses

PreviousCoursesNextCourse Setup

Last updated 2 years ago

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New in ME 1.22! A tool to allow administrators to set a Viewable Start and Finish to impact when the enrolled audience can see the course website and its associated learning events when a course is private.

Creating a course is the first step to populating it with objectives, creating groups, setting up a gradebook, etc. If your organisation has units enabled, your setup process will be slightly different.

How to create a new course

  • Navigate to Admin>Manage Courses.

  • Click 'Add New Course'.

  • Complete each of the required steps noting the following:

Course Setup

    • Note, it is NOT recommended to change the curriculum layout of a course after it has been created and used. Doing so will result in problems with the course and event audiences. If an existing course is being moved from one layout to another, you should create a new course in the required layout and deactivate the old course.

  • Course Name: This will display to users on Courses tab and in all associated learning event pages.

  • Course Code: This will display as part of the course identification visible to users on individual learning event pages and will also be used in the list of events from the Learning Events tab. The course code is also used in the breadcrumbs when you are managing courses and their different pages so codes should be logical.

  • Course Colour: If you select a colour, it will be used to identify learning events that are a part of this course on the learner calendar. (You can further customize the colour of specific events when you create them.)

  • Course Credit: If you track credits per course you can enter that information here. This information is displayed on the Student Report Card (one of the System Reports available to administrators).

  • Clinical Experience: Use this section to indicate if a course includes clinical experiences.

    • If you plan to use the logbook for a course you must say that it includes clinical experiences.

    • The clinical experience flag will also determine if a course displays when working in the Admin > Clinical Experience

  • Course Type: Indicate if the course is optional or core curriculum.

    • This option doesn’t impact the course template, however if you plan to use user-initiated, on-demand forms, you should set the course to the core curriculum option. As of ME 1.17, users will not be able to initiate on-demand forms associated with optional courses.

  • Curriculum Tracks: Curriculum Track options will only display if you have curriculum tracks built within an organisation. These can be configured through Manage Curriculum. Assigning a course to a curriculum track allows you to identify those courses that share characteristics (e.g. help prepare learner for a specific program, provide a minor, etc.)

  • Reminder Notifications: These optional e-mail notifications are specific to faculty teaching events in the course. The default settings for email notifications are 30, 7 and 3 days in advance of an event. Through the database a developer can customize when and how often email reminders about teaching responsibilities are sent out. Note that timing of emails will apply to all courses in your organisation (i.e., you can't have one course where faculty get emails 10 and 5 days from the event, and another course where faculty get emails 15 and 7 days from the event). For the complete text included in the email by default please see the bottom of the page.

  • Course Permissions:

    • An open course will allow all logged in users (faculty, staff, learners) to view it. If you attach the course to a community or course website you'll be able to set permissions for the course website as well.

    • A private course will only be accessible to most users if they are associated with the course is some way (i.e., a learner enrolled in the course, faculty listed as the course director, program coordinator assigned to the course). Note that medtech:admin and staff:admin users can access all courses.

  • Audience Sync: Choose whether or not to automatically sync your audience with the LDAP server.

Lecture Capture

You will only see lecture capture options on a course setup page if lecture capture is enabled for your organization.

  • You can enable lecture capture support at a course by course level.

  • Lecture Capture Support: Turn on or off as needed. On will allow consenting faculty to be recorded in eligible rooms.

  • Default Recording State: This dictates whether or not all events will automatically be recorded (on) or not (off).

  • Allow Faculty Override: This dictates whether or not faculty can change the default setting on their events (on) or not (off) via the event content page.

  • Event Types Capture Permitted: This allows you to specify which event types you want to automatically record (e.g. lectures). You can select more than one event type per course. To delete a selected event, click on the small x to the right of the event type.

Tip: If you don't have learners set up in your organisation, scroll to the bottom of the page and click 'Proceed'.

Course Enrolment and Course Visibility for Private Courses

  • Complete this section when you have the appropriate learners active in your organisation and added as cohorts or class lists as appropriate.

  • When selecting an enrolment period, the available options will depend on the Curriculum Period defined in the Course Setup section. You can add multiple curriculum periods, cohorts or individuals to a course enrolment.

  • After selecting an enrolment period from the dropdown options, click 'Add Audience'.

  • As of Elentra ME 1.22, for courses flagged as private, you can optionally set a Viewable Start and Finish date to an enrolment to control learner access to course websites and associated learning events.

    • To enable this, check the box that reads "Apply a viewable start and/or finish date to course website and associated learning events”

    • Apply a viewable start date and time and/or finish date and time

      • Resulting behaviour if a start date and time is applied:

        • the audience of the course cannot see the course in their Courses tab until the start date and time

        • all events associated with the course are automatically hidden from the audience of the course's view until the start date/time

      • Resulting behaviour if a finish date and time is applied:

        • the audience of the course cannot see the course in their Courses tab after the finish date and time

        • all events associated with the course are automatically hidden from the audience of the course after the finish date and time.

      • Additional Information:

        • If this feature is in use, events from this course will appear as pink in the Admin View list view of events. This is to mimic the behaviour of any event that has visibility restrictions set a the event level.

        • If an admin sets a viewable start and/or finish date for a course, then adjusts one or both to a new date and time, the system will overwrite the original viewable start and/or finish date on all associated events and warn the user: Adjusting the viewable start and/or finish date will result in the start and/or finish dates being overwritten on all associated learning events.

        • After the setting has been set, the admin can adjust visibility rules on individual events, but if they subsequently change the dates at the course level, their changes at the individual event level will be overwritten by their new overall viewable start and finish dates.

  • Click 'Proceed'.

You will see a green success message indicating that the course has been created. You'll be redirected to the full course setup tab to provide additional details about the course.

How to delete a course

  • Navigate to Admin>Manage Courses.

  • Search for the course you want to delete as needed.

  • Click the checkbox beside the course information for the course you want to delete.

  • Click 'Delete Courses'.

  • Confirm your choice.

  • You will get a green success message on the screen.

Reminder Notifications: Email text to course faculty

Dear %TO_FIRSTNAME% %TO_LASTNAME%,

%CC_FACULTY_TEXT%This is an automated notice to remind you that you are scheduled to teach in the following learning event.

Event Title: %EVENT_TITLE% Phase: %EVENT_PHASE% Event Date / Time: %EVENT_DATE% Event Duration: %EVENT_DURATION% Event Location: %EVENT_LOCATION% Associated Faculty: %ASSOCIATED_FACULTY_TEXT% To update your event click this link: %EVENT_LINK% Important things to do before your learning event: 1) Review Learning Objectives Please review your objectives to ensure that they accurately describe the learning objectives of your event. 2) Update Learning Event Resources The following resources are attached to this event for the learners to download. Please upload your new lecture notes or other resources and remove any outdated content. %RESOURCES_TEXT%

IMPORTANT: If you are going to have your assistant add your electronic resources to the site on your behalf and they have not been CC'd on this e-mail already, please forward this e-mail to them so they are able to easily find your learning event by clicking the following link: %EVENT_LINK% 3) Update the Event Type Each learning event has an event type associated with it to help identify the type of teaching that is taking place during this time (lecture, small group, case study, etc). Please ensure that the event type listed accurately represents the type of learning of this session. Need help editing your learning event? Contact your Curricular Coordinator for help with uploading files and editing event details.

Save a tree: Please consider the environment before printing this e-mail.

Curriculum Layout: This defines the curriculum layout for this course and will dictate the available curriculum periods used later when setting enrolment for the course. (If no curriculum layouts are set up, proceed to Admin>Manage Settings>Select Organisation>Curriculum Layout or see .)

Choose to add a cohort, course list, or individual. Note that a cohort does not need to be assigned to a specific course in order to be added as an audience. However, a course list must be linked to a course via Manage Cohorts before it will be available to be added as an audience. (See more information .)

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Lecture Capture section of Course Setup page
Course with Lecture Capture Support enabled