Elentra ME User Documentation
Elentra ME 1.25
Elentra ME 1.25
  • Introduction
  • What's New in ME 1.25?
  • Support
    • Supported Browsers
    • Reporting Issues
    • 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
    • Email Templates
    • 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 Framework Builder
    • 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
    • Mapping Tags to Content: Visibility and Reporting Options
  • 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 Tab
    • Curriculum Tags Tab
      • Copying Assigned Tags from one Curriculum Period to Another
    • Course Content Tab
    • Course Enrolment Tab
    • Course Groups Tab
    • Gradebook Tab
    • CBME Tab
    • Logbook Tab
    • Course Reports Tab
  • Course Websites
    • Creating a Course Website
    • Course Website Versioning
    • Locking a Course Website
  • 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
    • Lecture Capture
  • 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
  • Units/Weeks
    • Creating Units
    • Learner View of Units
  • Cases
  • Attendance Tracking in Elentra
  • 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 of Learners In Elentra
  • 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
      • Grade Spreadsheet
      • Faculty and TAs Entering Grades
      • Grades from Exams
      • Grading Discussion Posts
      • Grades from Quizzes
    • Comments per Assessment in Gradebook
    • Drop Box Assignments
    • 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)
  • Exams
    • Exam Question Management
      • Exam Question Labels
      • Question Index
      • Question Groups
      • Import Exam Questions from Text Files
      • Migrating Questions from ExamSoft
      • Migrating Responses From Exam Soft
    • Create and Manage Exams
      • Export an Exam to Word (.doc) File
    • Exam Posts
    • RPNow
    • Examity
    • Safe Exam Browser
    • Respondus Lockdown Browser
    • Adjust Exam Scoring
    • Exam Reports
    • Exam History
    • Grading Exams
    • Learner View of Exam
    • Learners as Question Creators and Exam Graders
  • Team-Based Learning
  • 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
  • Quizzes
    • Creating and Managing Quizzes
    • Learner View
  • Assessment & Evaluation
    • Required System Settings Configuration
    • Rating Scales
    • Creating and Managing Items
      • Prompted Responses
      • Items as seen in PDF
    • Forms
      • Creating and Managing Forms
      • Confidential Assessors/Evaluators
    • Form Templates
    • Distributions
      • Distribution Wizard
      • Release to Target of Individual Completed Evaluation Tasks
      • Peer Assessment Target Release Options
      • Summary Assessment Tasks
      • Rotation Based Distributions
        • Support for Off-Service Rotation Assessment and Evaluation
        • Distribution Progress Report (Rotation-Based Distribution)
      • Delegation Distributions
      • Learning Event Schedule Distributions
      • Date Range Distributions
      • Ad Hoc Distributions
      • Reciprocal Distributions
      • Managing Distributions
      • Distribution Progress Reports
    • On-Demand Workflows
    • Rotation Evaluation Options
    • Faculty Evaluation Options
    • External Assessors
    • Email Notifications in A & E
    • Administrator Use of Assessment & Evaluation
      • 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 Reports
      • Weighted CSV Report
      • Sample A&E Reports
    • 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
    • FAQ
  • Competency-Based Education
    • Setting Up CBE: Overview
    • Mapping CBE Curriculum
      • Auto-Setup Curriculum Tag Sets
      • Populate Standard Key and Enabling Competencies
      • Create a Curriculum Framework
      • Curriculum Framework Tag Set Options
      • Create an Organizational Tree
      • Create a Course Tree
      • CSV formatting for Curriculum Tag Uploads
      • Additional Information for Royal College Programs
        • CBME to CBE Post-Migration Review
        • Setting up a Royal College PG Curriculum Framework
        • Importing Curriculum Tags for Royal College Programs
        • Stages Template
        • EPAs Template
        • Roles Template
        • Key Competencies Template
        • Enabling Competencies Template
        • Milestones Template
      • Import Contextual Variable Responses
        • Contextual Variable Groups
        • Reordering Contextual Variable Responses
        • Modifying Contextual Variable Responses
      • Defining and Uploading Procedure Attributes
      • Trouble Shooting Uploaded Curriculum Content
      • Curriculum Versions Overview
        • Using the Versioning Wizard
        • Form Building after Versioning
        • Resetting Learner's Curriculum Version
      • Viewing the EPA Encyclopedia and EPA Maps
      • Priority and Likelihood Ratings
    • Creating and Managing CBE Forms
      • Rating Scales
      • On-Demand Workflows
      • Supervisor Form Template
      • Rubric Forms
      • Periodic Performance Assessment (PPA) Forms
      • Procedure Form Template
      • Smart Tag Form Template
      • Field Note Form Template
      • Reordering Items on Published Forms
      • Form Embargo Option
      • Reviewing Form Feedback
      • Tracking Completion of Tasks
    • Assessment Plan Builder
    • Managing Faculty and Learners for CBE
      • Recommendations for CBME User Roles
      • Learner Level and CBME Status
      • Resetting a Learner's Curriculum Version/User Tree
      • Course Lists
      • Setting up Academic Advisor Groups
      • Managing Competency Committees
    • 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 Learner Progress
      • CBE Program Dashboard
      • FAQ: CBME Program Dashboard
      • CBME Visual Summary
      • CBME Learner Dashboard
      • Promoting Learners Through Stages
      • Learner Meetings Logs
      • Archived Assessments
      • Pinning Forms, Items and Comments
      • Resident Tool: Thumbs Up for Helpful Feedback
      • Milestone Report
      • Updating Learner Stages
      • Learners' Curriculum Version(s)
      • Learners' Assessments Page
    • Visual Summary Dashboards
      • Normative Assessment
      • Resident Dashboard
      • Faculty Development Dashboard
      • Program Evaluation Dashboard
      • Program Oversight Dashboard
    • Elentra With or Without CBE Enabled
  • 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
  • Meeting Logs
  • Notices
    • Creating and Managing Notices
    • User View of Notices
  • Polls
    • Creating and Managing Polls
  • 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
Powered by GitBook
On this page
  • Building Form Templates for New EPA Versions
  • Building Rubrics and PPA Forms for New EPA Versions

Was this helpful?

Export as PDF
  1. Competency-Based Education
  2. Mapping CBE Curriculum
  3. Curriculum Versions Overview

Form Building after Versioning

The process to build new assessment tools after curriculum versioning is relatively straight-forward. Administrators need to build new assessment tools for new EPAs or EPAs that have changed. Assessment tools will be carried over for all EPAs that were marked as "not changing."

Building Form Templates for New EPA Versions

  1. Navigate to Admin > Assessment and Evaluation.

  2. Click ‘Form Templates’ on the tab menu.

  3. Click the green ‘Add Form Template’ button in the top right and a pop-up window will appear.

  4. Type in a form name and select the form type from the dropdown menu. Select the appropriate form template and course (e.g., ‘Supervisor Form’, Pediatrics).

    1. Now that you have two (or more) curriculum versions in the system, the Form Template Builder will default to loading the most recent version.

    2. If you want to build new forms for learners using a previous version, change the EPA Version to what you want, click 'Save', and Elentra will load the appropriate EPAs.

  5. Complete the sections of the form builder. This is the same as any previous form building but see details below as needed.

EPA Selection

Select which EPAs can be assessed using forms generated from this template.

To remove EPAs, click on the small 'x' to the left of the EPA code. You can add back any required EPAs by clicking on the dropdown menu and checking off the tick box for a desired EPA.

Click the grey badge beside an EPA to select or remove specific milestones for forms built from this template.

Click Save.

Contextual Variables

If you want all EPAs to have the contextual variables, leave all EPAs checked off. If you’d rather specify which contextual variables apply to which EPAs simply uncheck an EPA and it will appear below with its own customizable list of contextual variables.

You can remove specific contextual variable responses by clicking on the grey button beside a contextual variable.

You may only select between 1 and 6 contextual variables per EPA per supervisor form.

Click Save.

Enabling Competency/Milestone Scale Selector

Use the first dropdown menu to select the scale you want to use to assess enabling competencies or milestones.

Indicate whether comments are disabled, optional, mandatory, or prompted. By selecting ‘Prompted’, you can set the system to prompt and require a comment when any flagged response is selected by an assessor.

The default response feature allows you to pre-populate a form with the selected response.

Disabled - Comments are disabled at the milestone level.

Optional - An optional comment box will appear for each milestone. Comments are not required for a form to be submitted.

Mandatory - A mandatory comment box will appear for each milestone. Comments are required for all milestones before a form can be submitted.

Prompted - A mandatory comment box will appear only for the prompted responses indicated. This is a popular option for responses at the lower end of a scale.

Global Rating Scale Selector

From the first dropdown menu, select a Global Rating Scale. This will populate the Item Text and the Responses sections.

From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted. By selecting ‘Prompted’ from the Comments dropdown menu, you can set the system to prompt and require a comment when any flagged response is selected by an assessor.

  1. Publish Form Template

    1. Click 'Publish' to make your template available for use. The forms will be available within the hour.

On each form template you create you’ll notice a greyed out area at the bottom including Next Steps, Concerns, and a place for feedback. This is default form content that cannot be changed.

Once a form template has been published, you can rearrange the template components for each form; however, you cannot makes changes to the scales or contextual variables. To make these changes, copy the form template and create a new version.

Building Rubrics and PPA Forms for New EPA Versions

Within a given form, you can only tag curricular objectives (e.g., EPAs or milestones) from the same curriculum version. To ensure that you do not accidentally add an EPA from a different version, you must create the form first and then "Create & Attach" new items to the form.

  1. Click Admin > Assessment & Evaluation.

  2. Click on Forms from the subtab menu

  3. Click Add Form.

  4. Provide a form name and select PPA Form or Rubric/Flex Form from the Form Type dropdown menu; then click Add Form.

    1. Now that you have two (or more) curriculum versions in the system, the Form Editor will default to loading the most recent version. Under "EPA Version", simply select the appropriate version. Click Save.

    2. If you want to build new forms for learners using Version 1, simply change the EPA Version to Version 1 and it will load the appropriate EPAs.

  5. In order to use the "Programs" filter in the form bank, you need to add Program-level permissions to each form so it is recommended you do so.

    1. Click "Individual", change to "Program"

    2. Begin typing in your program name in the "Permissions" box.

    3. Click on your program to add it.

  6. Complete the sections of the form builder. This is the same as any previous form building but see details below as needed.

Contextual Variables

If applicable, select the relevant contextual variables. Click the grey badge beside a variable to select or remove specific responses.

Entrustment Rating

You must include an Entrustment Rating if you want results of this form to populate the dashboards.

Set the Item Text as appropriate.

Indicate whether comments are disabled, optional, mandatory, or prompted. By selecting ‘Prompted’, you can set the system to prompt and require a comment when any flagged response is selected by an assessor.

Add Items

Click "Add Item(s)" to add an item, or click the down arrow for more options. "Add Free Text" will add an instruction box. Do not use the "Add Curriculum Tag Set" at this time.

Create & Attach a New Item

Click "Create & Attach a New Item" to add an item.

Create New Item

Click "Create & Attach a New Item" to add an item. Select the Item Type and add any item responses, if applicable.

Tag Curriculum Objectives

Because you are using a form that is mapped to "Version 2", the curriculum tag sets will be locked to "Version 2". This will ensure that you do not accidentally tag an EPA from a different version.

  1. Publish Form Template

    1. Click 'Publish' to make your template available for use. The forms will be available within the hour.

The default Feedback and Concerns sections will be added when the form is published.

PreviousUsing the Versioning WizardNextResetting Learner's Curriculum Version

Last updated 1 year ago

Was this helpful?