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 add a new cohort
  • How to manage users in a cohort
  • How to edit an existing cohort
  • How to delete a cohort
  • Cohort vs. Course List

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Manage Cohorts

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Last updated 2 years ago

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The Manage Cohort tool allows you to store groups of users in cohorts and course lists. You can add specific learners to cohorts/course lists and set them as the enrolment or audience for courses and events. Only users with medtech:admin and staff:admin roles in Elentra can manage cohorts.

In some cases cohorts can be automatically populated based on information provided about a user when using a csv import to create users. The graduation year provided in the csv will be used to slot the learner into the appropriate cohort. Note that the appropriate cohort must exist before you import users for this feature to work.

How to add a new cohort

When creating a cohort you can import a csv of users and their affiliated cohorts, or select users to add to the cohort through the user interface.

To import cohorts:

  • Navigate to Admin>Manage Cohort.

  • Click 'Import/Export' and 'Import Cohorts from CSV file'.

  • Download the sample template as needed.

  • Complete the template and click 'Chose File' to add the template.

  • Using this tool will create any new cohorts included in the csv and add users appropriately.

  • Note that this tool cannot be used to create users; any user included in the cohort import must already exist in Elentra.

To manually create and add users to a cohort:

  • Navigate to Admin>Manage Cohort.

  • Click 'Add New Cohort'.

  • Complete the required information, noting the following: Cohort Name: Make this clear as it will show up in various contexts throughout Elentra. Examples include Class of 2021, Class of 2022. etc. Cohorts will sometimes be available as filter options in Elentra. Cohort Type: Define the type of cohort you are creating.

    • Cohort: This is generally a full list of learners moving through a program together for a duration of time. They may take multiple courses together.

    • Course list: A course list is a type of cohort. It is generally a list of learners in one specific course for a set duration of time.

  • If you select Course List, note that you'll be prompted to select a specific course.

  • In the Add Learners section, click on the arrow to access a list menu of user groups. Click through the options to access the users you want to add to the cohort. Note the Select All option at the top of the list in case it is useful.

  • To remove a name from the list, click the small x beside the name to be removed.

  • Click 'Proceed'.

Once a cohort exists it can be added as the audience of an enrolment in a course or event, or used as a filter setting on the Events tab.

How to manage users in a cohort

Once users are added to a cohort you can deactivate or delete them.

Deactivating a user in a cohort will mean that the user still appears on the cohort list, but will have a red highlight. You can reactivate a deactivated member of a cohort.

Deactivating or deleting a user from a cohort does not remove them from any course groups they were already made a part of. If you wish to remove them from the course groups you must do so through Admin > Manage Courses > Course Groups.

Deactivated members of a cohort will:

  • be removed from course enrolments (assuming the enrolment was set by cohort)

  • be removed from the audience of events in the course (assuming the audience was set by course enrolment)

    • Note that if event audiences were set to course groups, you will need to remove the user from their group to remove them from the event audience.

  • remain visible in the course gradebook

  • be removed from the course logbook reports

  • be removed from the My Learners list accessible to faculty or admins through the Assessment & Evaluation badge (as such those users will not be able to view an individual leaner's Assessments, Learner Explorer, etc.)

  • display as "off-service" in Clinical Experiences > Rotation Schedule (assuming the learner was booked into at least one slot for the course)

Deleting a user from a cohort will remove them entirely and you will no longer see their name on the cohort list.

Deleted members of a cohort will behave like deactivated members of a cohort with the exception that they will be removed from a course gradebook.

To delete/deactivate a user:

  • Click the red minus sign to the right of the user's name.

  • Click 'Deactivate' or 'Delete'.

  • Cohorts/Course lists that include deactivated members will be highlighted yellow on the Manage Cohorts list.

How to edit an existing cohort

  • Navigate to Admin>Manage Cohort.

  • Search for and click on the name of the cohort you want to edit.

  • To edit the cohort name, click the pencil icon to the right of the name. Change the text and click 'Rename'.

  • To delete users from the cohort click the red minus button to the right of the user name. You will be prompted to deactivate or delete the user.

  • You can switch the group type from the dropdown menu. If you are turning something into a course list you'll be required to add the relevant course. If you switch group type you must save your change using the small Save button to the right of Group Type.

  • You can add additional learners using the same process explained above.

  • When you have completed your edits to the cohort, click 'Proceed'.

How to delete a cohort

  • Navigate to Admin>Manage Cohort.

  • Click the checkbox beside the cohort you wish to delete.

  • Click the red Delete Selected button.

  • You will be prompted to deactivate or delete the cohort.

  • Confirm your choice.

Cohort vs. Course List

A course list is a type of cohort but there are a few places in Elentra where options exist only for cohorts:

  • Community Registration: If you create a community and you want set registration options by Group, the available options will include cohorts but not course lists.

  • Clinical Experiences: In Admin > Clinical Experiences the top level filter options are Cohort or Course. Course List is not included, however you can filter by course and cperiod which will likely match a course list fairly closely. (The learners listed will be based on the actual enrolment in the course and cperiod.)

  • Events Tab: You can filter by cohort or by course, by not by course list.

Manage Cohorts Screen
A deactivated member of a cohort with booked slots in the rotation scheduler
Stacey Smith has been deactivated in this cohort
The Class of 2019 includes a deactivated member.