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Elentra ME 1.25

Introduction

Interested in learning how to use Elentra ME?

You have landed at our administrative user training documentation. A range of topics are listed on the left and clicking on each will open a subset of menu options. We also recommend using the search tool in the top right.

If you do not find what you are looking for, please feel free to reach out on the Slack #help channel if you have access to the Elentra Slack team or submit a question to questions@elentra.org.

For additional documentation including technical documentation and the Elentra Mobile User Guide, please see here.

What's New in ME 1.25?

What’s New in Elentra ME 1.25

Administrative Staff Release Notes

Read about What's New in Elentra ME 1.25 in Elentra Collaborate. (Login required.)

For assistance with logging into Elentra Collaborate, please either reset your password or contact collaborate@elentra.org.

Technical Release Notes

Read about What's New in Elentra from a technical perspective within the associated Jira Release documentation. (Jira account required.)

Support

There are a number of support and communication channels used by the Elentra Consortium in order to adequately address your support needs. If you are new to Elentra development or administration please contact your local designated Elentra Consortium contact or reach out to us at doorbell@entrada.org.

Communication Channels

Elentra Consortium Slack Team
Elentra Mailing Lists (to subscribe please email arush@queensu.ca with your name, job title and institution)
- Community List - used to distribute the agenda for the bi-weekly community call, make release announcements, promote the Elentra Engage conference, and raise general issues
- Elentra Learn List - used to distribute invitations to webinars, and other training activities including monthly informal chats
- Developer List - used to distribute technical information and high priority security announcements; used to promote monthly developer chats
(optional) Weekly School Check-In Web Conference
Bi-Weekly Elentra Consortium Community Call
Elentra Learn Training Webinars
Annual Elentra Engage Conference

Supported Browsers

We recommend using Elentra on Chrome, Firefox, or Safari.

We recommend Microsoft Edge based on Chromium (released in January 2020).

Elentra no longer supports Internet Explorer.

Reporting Issues

If you discover a bug or issue with Elentra, we would strongly encourage you to report the problem as a bug using our Jira Issue tracker: https://elentra.atlassian.net/projects/ME/issues/filter=allopenissues

For additional details on creating a ticket please see our Technical Documentation.

If you need access to the issue tracker, please contact Alice Rush-Rhodes on Slack or via email (arush@queensu.ca).

Security Reporting

We take the security of the Elentra Platform very seriously. If you believe that you have discovered a security vulnerability please contact us immediately:

Name

E-Mail Address

Telephone Number

Matt Simpson

1-613-533-6000 x78146

By reporting issues to our team you are helping to create a secure and reliable product.

Feature Requests

The Elentra Consortium relies on participant contributions in order to continue expanding the features we offer. Schools frequently develop features that they require but that might be useful to other consortium members as well.

If you have an idea for a new or improved component of Elentra we recommend speaking to a project manager or software developer at your local institution. They can reach out to other schools within the consortium to identify potential solutions or overlapping needs. Beginning in February, 2021 the Elentra Consortium introduced a Request for Change process, administered through the Elentra ME Product Management Committee. Consortium participants should use this process to facilitate any substantial changes to the core product.

Together, we'll continue to build a great integrated teaching and learning platform.

System Setup

After your Elentra installation is active, you'll need to configure some system settings before using other modules and features of the platform. Users with the group:role of medtech:admin or staff:admin will be able to access Admin > System Settings. Here you'll be able to configure things like assessment types, event types, location management, grading scales, and departments. Generally this is content that will remain consistent across an entire organization and will not frequently change.

Note that these system settings are at the organization level in Elentra so you can have different system settings for different organizations running on the same installation of Elentre (e.g., undergraduate and graduate medical education).

Which system settings you configure really depends on how your organization will be using Elentra. See the list below for some quick start ideas.

If you want to add users: configure departments (optional) and build cohorts before importing users
If you want to create courses: build curriculum layout and periods in Admin > Manage Curriculum
If you want to schedule learning events: configure learning event types and locations (you'll need courses via Admin>Manage Courses and for rotation scheduling you'll also need to build blocks in the relevant curriculum period but that is done in Admin > Manage Curriculum)
If you want to input grades: configure assessment types (you'll need to configure curriculum layout and periods, and build courses as well but that will be completed elsewhere)
If you want to report using the curriculum inventory: configure assessment and learning event types, and curriculum layout and periods (you'll also need courses, events, and gradebooks setup but those are managed elsewhere)

Instructions for managing some system settings are included here. Other instructions are included with their related module. See a sample list of system settings below.

Database Settings Options

There are over 200 database settings options in Elentra to allow you to meet the needs of your organization. These setting options are controlled through the database, not the user interface, and therefore must be enable/disabled by a developer. You can view the complete list of in the Technical Documentation. Additionally, each feature landing page (e.g., Gradebook) in this documentation includes the database settings relevant to that feature.

For ME 1.23, the following database settings were introduced:

assessment_reminder_by_target_enabled
assessment_reminder_limit_enabled
event_resource_external_upload_default_timeframe
exams_purpose_mode

Organisations

In Elentra, organisation refers to an entity using and managing its own curriculum map version, layouts, tags, courses/programs, learning events, gradebooks, etc. Examples of organisations include undergraduate medicine and postgraduate or graduate medicine. Another example could be nursing or rehabilitation therapy.

You can add and manage organisations through Admin>System Settings. While Medtech:Admin and Staff:Admin users have access to System Settings, ONLY Medtech:Admin can add a new organisation.

How to add a new organisation

Note that this tool is only available to Medtech:Admin users.
Navigate to Admin>System Settings.
Click 'Add New Organisation'.
Provide the required information noting the following: Interface Template: Stock Elentra has one default interface. If you are testing things on an installation with dummy data provided by Elentra, and have different interface options available, we recommend using them only if it has been recommended to you.
Click 'Save'.

Additional interface template information: The Elentra template is entirely configurable by a developer and if you would like additional interface templates, that is customization that your institution can do. Many schools apply their own branding to the look of Elentra or you might create different templates for different organisations using your installation of Elentra (e.g., undergraduate and postgraduate or graduate medical education organizations).

How to edit an existing organisation's metadata

Navigate to Admin>System Settings.
Click on the name of the organisation you want to manage.
Click on the pencil icon and 'Edit' in the top right to change the existing information.
Make the required changes and click 'Save' in the bottom right.

Assessment Types and Characteristics

Assessment characteristics should be configured if you plan to use course gradebooks. Within a gradebook you will need to define the assessment characteristic for each assessment added. Each assessment type has different extended options for recording data (e.g. the type of included questions for quizzes and exams, or whether to track late submissions for papers and projects).

Elentra comes with a set of assessment types. These include assessment, exam, paper, presentation, project, quiz, RAT, rating, and reflection. Within each assessment type you can further specify assessment characteristics (e.g. oral exam, written exam, OSCE). While there is no user interface to change the list of assessment types, the assessment characteristics list is completely configurable through the user interface. Assessment characteristics can also be mapped to MedBiquitous Assessment Methods if required by an organisation. Whatever is created as an assessment characteristic can later be applied to the assessments listed in a course gradebook (see image above).

Navigate to Admin>System Settings.
Click the name of the organisation for which you want to manage assessment characteristics.
Click 'Assessment Types' from the left sidebar. A list of existing assessment characteristics grouped by assessment type will be displayed.
Click 'Add Characteristic' to add a new assessment characteristic.
Complete the required fields. The description is optional and is not often seen in other parts of Elentra. (It's possible that in the future if you mouseover an assessment characteristic you'll see its definition but that is not a current feature.)
Click 'Save'.
The newly added assessment characteristic will now appear on the Assessment Types list.
To modify an existing assessment characteristic click on it.
Edit it as needed and click 'Save'.
To delete existing assessment characteristics click the checkbox beside the characteristic you wish to delete.
Click 'Delete Selected'.
Confirm your choice.
You will be returned to the list of Assessment Types.

Assessment Flag Severity

Assessment Flag Severity is a feature that allows an organization to optionally set levels of severity on prompted responses in Assessment and Evaluation items. Instead of treating prompted responses as either used or not, you can create a more nuanced approach to acting on a prompted response item (i.e., if it’s flagged at a certain level, do something).

The default behaviour of a flagged item response on an assessment form is to simply set the “flag” property of the response to 1. On submission of the assessment, flagged responses are checked, and if a particular distribution indicates that specific users (or groups) be notified of a flagged response, an email goes out to them.

The Flag Severity functionality adds another layer on top of this (in addition to also being independent of a distribution). Instead of simply setting the flag property to 1, it sets it to the primary key of the record in the flag severity table.

In the Competency Based Medical Education feature, there’s a flag called “CBME Concerns Notify Directors and Coordinators”; if enabled via an Elentra setting, program coordinators and directors (of the relevant programs) are notified when items that are flagged with this particular severity are submitted. From the forms interface, if there are any organisation specific flag severities defined, the item editing interface presents the editor with an option to select one of the predefined flags (instead of presenting them with a simple checkbox). Form templates (i.e., CBME on demand assessments) use this flag severity functionality to notify program directors and coordinators when someone submits an assessment where the “Concerns” rubric has one of the responses set to “Yes” (meaning there are professionalism concerns, for example).

Assessment Response Categories

Assessment response categories (e.g., excellent, good, needs improvement) are used when creating items in the Assessment and Evaluation Module. The categories can also be applied to specific rating scales and when those rating scales are applied to items the response categories will pre-populate.

Adding Assessment Response Categories

Response categories are displayed in the order they were added to the system, so use the search function to quickly look for existing categories and prevent creating duplicates. Results will appear as you type.

Navigate to Admin > System Settings.
Click the name of the organisation for which you want to manage assessment response categories.
Click 'Assessment Response Categories' from the left sidebar.
Click 'Add Category'.
Enter the response category.
By default, all categories will be available in reports so uncheck the box if you don't want the category to be available in reports.
Click 'Save'. Remember your new category will be added to the end of the list.
If multiple categories have been created and are overly similar, or you have imported data from another tool and have duplicate categories, you can merge selected categories. To do this, click the checkboxes beside the categories to merge, then scroll down and click Merge Selected.
To delete categories, click the checkbox beside the category you wish to delete and then scroll down and click 'Delete Selected'.

Use of assessment response categories in scales

Use of scales when building assessment and evaluation items

Bookmarks

The Bookmarks section of System Settings allows an administrative user to create a list of URLs that users will not be able to bookmark in their personal My Bookmarks list.

Not all development on this feature is complete.

Adding a Blacklisted URL

Log in as a medtech:admin or staff:admin user.
Navigate to Admin > System Settings.
Click on the name of the organization you want to manage blacklisted bookmarks for.
Click 'Bookmarks' from the left sidebar.
Click 'Blacklist URL' to add a new entry.
Provide a title (this will display on the list of blacklisted URLs) and the URL.
Click 'Save'.
You will get a success message and be returned to the list of blacklisted URLs. Your new entry should display.

To edit an existing blacklisted URL, click on the cog icon in the far right column.

Deactivating a Blacklisted URL

Log in as a medtech:admin or staff:admin user.
Navigate to Admin > System Settings.
Click on the name of the organization you want to manage blacklisted bookmarks for.
Click 'Bookmarks' from the left sidebar.
Either click on the cog icon in the far right column to edit a single bookmark or tick the checkbox beside the URL name, then click 'Deactivate Blacklisted URL'.

Clinical Response Categories

This page does not need to be configured. It is part of an old clerkship lottery functionality which has now been replaced.

Grading Scales

Configuring grading scales allows you to apply a grading scale to course gradebooks, weighted collections, and assessments. When managing assessments you can optionally allow learners to view their results using a marking scheme (e.g. percent, numeric) and/or a grading scale (e.g. Honors, Pass, Fail). Both marking scheme and grading scale all also displayed to users when entering grades in Admin > Manage Course > Gradebook.

Currently all grading scales do require a corresponding percentage to be stored in the database and no two letter grades can share the same percentage value.

How to add a grading scale to an organization

Only users with access to Admin > System Settings (e.g., medtech:admin or staff:admin users) can edit Grading Scales.

Navigate to Admin > System Settings.
Click the name of the organization for which you want to manage a grading scale.
Click 'Grading Scales' on the left sidebar.
A default grading scale is provided. If your school only has one grading scale it may be fastest to modify the existing default scale to suit your organization's needs. If so, click on the default scale to edit it.
To add an entirely new scale, click 'Add New Grading Scale'.
Complete the required information noting the following:
- Title: Provide a title for the grading scale. If the grading scale applies only to one cohort of learners or is in effect for a specific period of time that might be useful to include it the title. Users working in course gradebooks will see the grading scale title when they are specifying a grading scale to use in a collection or assessment.
- Ranges: This is where you enter the grading scale information.
  - The system requires that there be a 0 start percentage to be valid so make sure to include one.
  - The information you provide in the Letter Grade column is what will display to learners if you choose to display their results in the Gradebook using a grading scale.
  - GPA is not required and currently doesn't integrate with Elentra unless you have a customization.
  - Notes is optional and is not seen outside the Grading Scale page.
  - Click 'Add Range' to add additional rows.
  - The rows will reorder as you add them so that they display in order. You can click the arrow in the Start % column header to show the percentages ascending or descending.
  - Note that you do not enter a number to denote the top of the range.
  - To delete a range click the red X icon in the far right column of the appropriate range.
A Description for the grading scale can be provided. This is optional and is not seen outside the Grading Scale page.
When you've added all the required information, click 'Save'.
You will get a green success message and be redirected to the list of existing grading scales.\
To edit an existing grading scale click on its title.
Make the necessary changes.
Click 'Save'.
To delete an existing grading scale click the checkbox beside its title.
Click 'Delete Selected'.

Departments

A list of departments, divisions, faculties, schools or units can be maintained in Elentra and applied in user profiles. This information is in turn used in some reporting tools (e.g. Faculty Teaching Report By Department).

If you import users using a CSV, you can include a column for department and add multiple departments as needed.

How to manage the list of departments

Log in as Medtech:Admin or Staff:Admin.
Navigate to Admin>System Settings.
Click on the name of the organisation you want to manage departments for.
Click 'Departments' from the left sidebar.
Click 'Add Department' to add a new entry.
Complete the required information noting the following: Department Type: You can select a department type from a dropdown menu. The options include department, division, faculty, school, and unit. There is no user interface to change this list.

Click 'Save'.
To delete existing entries, click the checkbox beside the item name and then scroll down and click 'Delete Selected'; confirm your choice.

The list of departments will display alphabetically.

Linking departments and divisions

As of Elentra ME 1.12 there is no user interface to link departments and divisions. There is space in the database to create a relationship between a department and its affiliated divisions and a developer with access to the database can do this work if it is required by your organisation. In a user profile you can assign someone to multiple departments and divisions in order to show their multiple affiliations.

Custom Profile Fields

Each department can configure custom profile fields to collect additional information from their members. This allows an administrator to define the custom profile field in terms of the type of information to collect and then create a space in the user's profile for them to provide said information.

Creating a Custom Profile Field

In an administrator role, navigate to Admin>System Settings, pick the appropriate organization if required, and click Department from the left sidebar.
Click on the appropriate department.
Click Department Profile Fields
Click Add Field
Provide the relevant information, noting the following:
- Field Type allows you to customize how information can be collected. The options are:
  - Rich text
  - Plain text
  - One Line text
  - Checkbox
  - External URL (e.g. for people to provide a link to their research project page)
- Indicate using the checkbox if this custom field will be required
Click Add
The newly created field will display on a list of custom profile fields. You can edit, delete, or reorder the custom profile fields using the pencil and trash icons, or the Reorder button.

Completing a Custom Profile Field as a User

Users can complete their custom profile fields in their user profile, accessible by clicking on the user's name in the top right. Within their profile tab options, they will see a Department Specific Information tab and can provide the required information there. In the example below, there is a one line text item.

Email Templates

On this page you can modify some email templates used within an organization. Support for editing email templates is currently limited to emails being sent from Event Attendance features.

Geolocation Attendance Reminder Template
- The email sent to learners if they have not confirmed their attendance at a learning event with geolocation enabled.

The following email templates are relevant if a course uses Enhanced Late Tracking and Enhanced Absence Tracking

Course Contact Template
- The initial email sent to course contacts when a learner is marked as late or absent for a learning event.
Course Contact Followup Template
- The followup email sent to course contacts when a learner is marked as late or absent for a learning event.
Learner Template
- The email sent to learners when they are marked as late or absent for a learning event.

Modifying Email Templates

Click on the edit icon beside the name of the template you'd like to modify.
When the template opens, you can:
1. Make changes as needed and click 'Save'
2. Restore the default email template by clicking 'Restore Default'
3. Cancel your action by clicking 'Cancel'
Any modified email templates will show a green checkmark in the Modified column.

Hot Topics

You can configure a list of hot topics and assign those topics to learning events. If you do you can optionally indicate if a hot topic was 'major' or 'minor' when assigned to an event.

Before you do this please be aware that there is very limited reporting for hot topics applied to events, and hot topics can not be applied elsewhere in Elentra (e.g. to gradebook assessments, exam questions, etc.). We recommend that instead of using Hot Topics you create a curriculum tag set that includes the things you want to track in your learning events.

Learning Event Types

Event Types describe all the different things you might include in scheduled events managed through Elentra. Examples include lectures, labs, directed independent learning, exams, lunch, etc. and the list of event types is customizable per organization. Event types are used several ways:

any event added to a schedule must have an event type defined; you can add multiple event types to one scheduled event
the audience of an event will see the event type
the Learning Event Types by Course Report uses event type to summarize the use of different events types within a course

How to manage event types

You must be logged in as an Admin user to manage event types.
Navigate to Admin > System Settings.
If you have multiple organizations, click the name of the organization for which you want to manage event types.
Click 'Learning Event Types' from the left sidebar. A list of existing event types will be displayed.
Click 'Add Event Type' to add a new event type.
Complete the required fields, noting the following:
- Event Type Name: This is what will display to administrative users setting up events and to the audience of an event.
- Event Type Colour: Check this box is you want to set a default color for events of this type. This color will be used on the dashboard calendar.
  - Since there are multiple places where you can set color for events (e.g., on individual events, at the course level, and via the database), Elentra will apply event color using the following: use individual event color, course color, default color (if set via database setting), event type color.
- Event Type Description: This field is optional, however it is visible to administrative users when they create events so you may wish to provide it. When users add events to the system through Admin > Manage Events, they can mouseover event types and view the provided description (see above).
- Workload Multipliers: This required field will default to one. The options allow you to define a workload for the event type (e.g. lecture = 1.5, TBL = 2) per user group (faculty and learner). There are no existing reports in Elentra that include this information, but it can be collected to allow organizations to calculate faculty workforce hours, estimate learner workload, etc. outside of Elentra.
- MedBiquitous Mappings: Allows you to map event types to specific MedBiquitous instrcutional methods, assessment methods, and resources. This information is used in the AAMC Curriculum Inventory Report.
  - MedBiquitous Instructional Method: You can map a single MedBiquitous instructional method to an event type. Any event type that is not mapped to a MedBiquitous instructional method will be omitted from the AACM CIR. Mappings do not show on learning events.
    Note that currently once you select a MedBiquitous instructional method for an event type you can't deselect it. If you selected an instructional method by accident you can scroll down and click Cancel.
    You can edit the list of MedBiquitous instructional methods in Admin > System Settings.
  - MedBiquitous Assessment Methods: You can map multiple assessment methods to a learning event type. When you do this, those assessment methods will automatically be added to any events created using that event type and you can optionally delete assessment methods that are not needed for a specific event from the Event's Content tab.
    You can edit the list of MedBiquitous assessment methods in Admin > System Settings.
  - MedBiquitous Resources: You can map multiple resources to a learning event type. When you do this, those resources will automatically be added to any events created using that event type and you can optionally delete resources that are not needed for a specific event from the Event's Content tab.
    You can edit the list of MedBiquitous resources in Admin > System Settings
Click 'Save'.
The newly added assessment characteristic will now appear on the event types list.
To modify an existing event type, click on it.
Edit it as needed and click 'Save'.
To delete an existing event type, click the checkbox beside the event type you wish to delete.
Click 'Delete Selected'.
Confirm your choice.
You will be returned to the list of event types.

Examples of Event Types being used in Elentra

Location Management

Location Management allows organisations to maintain a list of the sites, buildings and rooms relevant to their institution. In this context, site could refer to an institution, organization, or governing body. Site is the top tier of the location management system; within a site you can add buildings, and within a building you can add rooms. You can also add a phone number for the contact person at the site. Some examples are provided below.

Site: University/College Name, Hospital Name
Building(s): New Medical Building, Abramsky Hall, Student Athletic Centre
Room(s): 201A, 201B, 430, 431, The Caldwell Room
Phone Number: (123) 456 - 7890

Using the locations feature is useful if you plan to schedule clinical rotations or learning events in Elentra. Rotations and their corresponding blocks/slots can be assigned to sites, and learning events can be assigned a site, building and room. The building and room code will be displayed to event attendees so make sure the short codes you use are logical.

Location Management can be turned on or off using a database setting (sites_enabled).

How to access locations

Only medtech:admin users have access to Locations in System Settings.

Navigate to Admin > System Settings.
If you have access to multiple organisations, click on the name of the organisation you want to manage locations for.
Click 'Location Management' from the left sidebar.

How to add and manage sites

From the Location Management screen click 'Add New Site'.
Provide the required information noting the following: Site Code: The site code will display with the name on dropdown menus when you are assigning a site (e.g., in a learning event or rotation). Province/State: This option will only be available after you have selected a country.
Click 'Save' and you will see your new site displayed on the existing list of sites.
Please note that the sites will be listed in the order they were added to the system. There is currently no user interface to reorder the list of sites.
To edit an existing site, click on the gear icon to the right of the site name.
To delete an existing site, click the checkbox beside the site from the Location Management screen. This will cause a delete button to appear in the top right. Click 'Delete Selected' and confirm your choice.

How to add and manage buildings

From the Location Management screen click on an existing site.
Click 'Add New Building'.
Complete the required information noting the following:
- Building Name: Required. This will display on learning events scheduled in courses.
- Building Code: Required. This will display on bookings made in Clinical Experiences > Rotation Schedule.
- Address Line 1: Required
- Address Line 2
- Building Radius (meters): This is used in the attendance geo-location feature. It helps dictate how close to a building's latitude and longitude coordinates a learner's device must be when they confirm their attendance at an event.
- Building Latitude: This is used in the attendance geo-location feature.
- Building Longitude: This is used in the attendance geo-location feature.
- City, Country, and Province/Staes: These will default to the same information as the site but you can change it as needed.
- Postcode: Required
- Phone Number
Click 'Save' and you will see the new building added to the list of existing buildings.
Please note, the buildings will be listed in the order they were added to the system. There is currently no user interface to reorder the list of buildings.
To edit existing buildings, click on the gear icon to the right of the building name.
To delete existing buildings, click the checkbox beside the building name from the list of buildings. This will cause a delete button to appear. Click 'Delete Selected' and confirm your choice.

How to add and manage rooms

From the Location Management screen, click on an existing site.
Click on an existing building.
Click 'Add Room'.
Provide the required information noting the following: Floor: This is an optional field to record the floor a room is on. Room Number (Required): Store the room number here. It will show on learning events assuming no room name exists. Room Name: This field is optional. If it is filled in it will show, instead of the room number, on learning events. Room Description: This is an optional field to collect information. Users will not see this information. Room Phone Number: This is an optional field to collect information. Users will not see this information. Room Resources: This allows you to provide information about the resources in a room. The default list includes projector, television, computer, and capture. Capture is used when you are using Elentra's lecture capture tool.
If you select 'Capture', you'll be prompted to enter the following information. The examples included assume you are using NCast.
- Device Name: This corresponds to the code in your NCast recorder manual that is specified for that model. For example, on an M4 recorder this value should be “M4”, whereas on a Hydra model, this code should be “PR720”.
- Device Address: This is the IP or hostname of the NCast device on your network.
- Channel: This is the number of the Channel to be used from NCast device’s configuration. Most devices have a limited range available, usually 1 - 100.
- Stream Prefix: This is the named string of characters that all videos from this Room will be tagged with. For example, “surgery” or “pediatrics”.
Room Max Occupancy: This is an optional field to collect information. Users will not see this information.
Click 'Save' and your new room will appear on the Rooms list.
Please note that rooms will be listed in the order they were added to the system. There is currently no user interface to reorder the list of rooms.
To edit existing rooms, click on the gear icon to the right of the room name.
To delete existing rooms, click the checkbox beside the room name. This will cause a delete button to appear in the top right. Click 'Delete Selected' and confirm your choice.

Room Schedule Feeds

To the right of any room you will see a calendar icon. This gives you access to a Room Schedule Feed you can copy and add to another calendar. If you also use Capture as a room resource, you will additionally see a Recording Schedule Feed. This provides a link to an .ICS calendar schedule file to be copied. You will need the URL to this .ICS file when configuring your NCast server, which will point to the schedule so that it knows when to start and stop recording.\

LTI Providers

Elentra allows you to connect to other educational technologies through LTI (Learning Tools Interoperability). This allows you to connect to services like Quizlet, Google Classroom, Panopto, etc. in Course and Community pages and when adding resources to events with the resource type LTI Provider.

Permission to Admin > System Settings > LTI Providers You must have one of the following permission levels to access this feature:

Medtech > Admin
Staff > Admin

Add an LTI Provider

Navigate to Admin > System Settings.
Click on the name of the organization you want to manage LTI Providers for.
Click LTI Providers from the left-hand sidebar.
Click Add LTI Provider to add a new entry.
Provide the required information.
Additional Parameters include:
- Course Name = %CNAME%
- Course Code = %CCODE%
- Course ID = %CID%
- Community ID = %CMID%
- User ID = %UID%
- User Name = %UNAME%
- Event ID = %EID%
Click Save.

Adding a Panopto LTI Provider

As of April 2021, Panopto has identified a bug in their LTI Provider that, when used as a Learning Event Resource, results in the creation of an extra empty folder per LTI Resource. These instructions provide a workaround for Panopto users until the bug is resolved by Panopto.

Unfortunately, this does result in the viewer being directed to a folder that appears to have nothing in it before being directed to the recording; we are hopeful that Panopto will resolve the bug soon.

In Panopto:

Create a folder called "Elentra Folder Storage" or something similar in which the empty resource-specific folders will be created.
Add Elentra as an Identity Provider to your Panopto installation. Learn more about Panopto's LTI Provider setup here: https://support.panopto.com/s/article/basic-lti-0.

In Elentra:

Navigate to Admin > System Settings > [select the appropriate organisation] > LTI Providers.
Click Add New Provider.
LTI Provider Title: enter an appropriate title; e.g., Panopto LTI.
Launch URL: https://.hosted.panopto.com/Panopto/BasicLTI/BasicLTILanding.aspx
LTI Key: enter Elentra.
LTI Shared Secret: paste the Shared Secret provided by your Elentra Identify Provider in Panopto.
Available To: If you have more than one organisation in your installation of Elentra, select the organisations that this provider should be available to from the dropdown menu.
Launch Presentation Width: enter 1000. This can be adjusted as desired.
Launch Presentation Height: enter 800. This can be adjusted as desired.
Launch CSS URL: leave blank.
LTI Additional Parameters: custom_parent_folder_id=[enter the folder id of your Elentra Folder Storage folder by clicking on the folder in Panopto, then copying the section of the URL after folderID=]
- Optionally, if you want to name the empty folder when it is created after the course, you can add a semicolon after the folder ID and then: context_title=%CCODE%-%CNAME%
LTI Category: none.
LTI Provider Type: none.

Media Sources Management

Introduced in Elentra ME 1.21, Media Sources Management allows you to configure media sources to use the Lecture Capture feature in Elentra; specifically, if your installation has been integrated with another lecture capture tool, such as Mediasite or Panopto. Basically, Media Sources are the recorders associated with the rooms in which teaching events occur.

Use Elentra to automate the process of scheduling learning event recordings and posting those recordings to the associated events.

By integrating a lecture capture tool, such as Mediasite or Panopto, with Elentra, your learning event schedule in Elentra becomes the source of truth for the scheduling of recordings based on the event type and the room in which the events take place. Elentra 'speaks' with the lecture capture tool's scheduler and tells it when the next event has been scheduled to be recorded. The lecture capture tool records the event, then pushes the recording back to Elentra which, in turn, automatically posts the recording to the associated learning event as a resource for learners.

The first step to configuring this integration through the User Interface is to configure your Media Sources.

Permission to Admin > System Settings > Media Sources Management You must have one of the following permission levels to access this feature.

Medtech > Admin
Staff > Admin

Configure Media Sources

Navigate to Admin > System Settings > (select an organisation) > select Media Sources from the left-hand sidebar.
Click Add Media Source.
Select the appropriate Media Source type.

Fill in the values required by the form that appears.
Technical staff can provide you with the following values:
- Api Uri
- Api Search Uri
- Api Key
- Authorization Header
- Player Id
- Schedule Template Id
- Recording Time Offset
Media Source ID: will be populated by Elentra once the Media Source is Saved.
Media Source Name: enter the name of the media source.
Source Description: enter a description of the media source.
The following values are the relevant data points that make the Media Sources point to recorders, these are the values that change per recorder:
- Recorder ID: The Recorder ID connects the Media Source to the recorder in the room.
  - Click on the Recorder for that room in Mediasite or Panopto and copy the section of the URL after the equals sign (=) and paste it into the Recorder ID field.
- Folder ID: The Folder ID controls permissions. If a folder is Public, then the recordings will also be public. If they are NOT public, then users will be prompted to log in to Mediasite or Panopto and, therefore, must have Mediasite or Panopto credentials.
  - Click on the Folder for that room in Mediasite or Panopto and copy the section of the URL after the equals sign (=) and paste it into the Folder ID field.
Click Save to save your work.

Steps for Configuring Lecture Capture

To use the Lecture Capture tools, you must provide the appropriate information in various parts of the platform.

Configure Media Sources via Admin > System Settings > Media Sources (outlined above).
Ensure that you have defined your sites, buildings, and rooms via Admin > System Settings > Location Management; particularly those rooms that have recorders you wish to use to capture learning events.
For the Rooms that have recorders, ensure that you define the Resources available in each room (e.g., Capture), identify the associated recorder as the Device for each room, and define the Media Source.
Configure Courses to automatically record sessions via Admin > Manage Courses, then scroll down to the Lecture Capture section.
Ensure faculty have consented to recording their sessions; unless your institution has configured your installation to assume consent for Lecture Capture.
Manage Events to indicate that the recording should be posted to the event as a resource automatically.
Use the Media Sources Management tab located in System Settings for an organisation to view all events that satisfy your lecture capture conditions and their setting and choose to synchronize the recordings immediately and enable the capture and/or auto-resource association with the corresponding event or disable the capture and/or auto-resource association with the corresponding event.

Monitor & Manage Lecture Capture

Use the Lecture Capture tab of the Media Sources Management page to monitor, synchronize, and adjust the recordings that satisfy the lecture capture conditions set on each course for which lecture capture has been enabled.

The table will display all events that meet the lecture capture conditions set on courses for which lecture capture has been enabled, their details, and whether or not the event has synced with the media source, whether capture is enabled for the event, and whether the recording will be added as a resource to the event automatically.
Clicking on the title of the event will open that event in a new tab.
Synchronize Now: click Synchronize Now to initiate synchronization with the various media sources associated with your events and update all outstanding synchronization records.
Enable Capture: select an event(s) by placing a checkmark in the checkbox to the left of the Event ID(s). Click Enable Capture to enable lecture recording for the selected event(s).
- If an event has already occurred, changing this setting will have no effect.
- If an event has yet to occur, the recording schedule will be synchronized automatically in a few minutes.
Enable Auto-Resource: select an event(s) by placing a checkmark in the checkbox to the left of the Event ID(s). Click Enable Auto-Resource to add a resource to the selected events with a read-only link to the recording. When the recording takes place, the resources are automatically populated with the appropriate recordings.
Disable Capture: select an event(s) by placing a checkmark in the checkbox to the left of the Event ID(s). Click Disable Capture to prevent the selected events from being recorded (for the relevant media sources).
- If an event has already been recorded, the corresponding resource (if it was generated) will be hidden.
- Recordings are not deleted and can be made visible again by re-enabling Lecture Capture.
Disable Auto-Resource: select an event(s) by placing a checkmark in the checkbox to the left of the Event ID(s). Click Disable Auto-Resource to remove the automatically generated resource for the selected events. They can be re-added any time by clicking on Enable Auto-Resource.

Schedule Recording Details

The Schedule Recording Details will display all pertinent details for all scheduled recordings.

Toggling the available context for each complete record will show you all of the details relevant to that specific recording, including the embed URL, Share Settings, and Folder details (i.e., where the recording has been stored by the media source).

Transaction Log

The transaction log will show all transactions with media sources and what the response was (e.g., if there was an error or if the recording was successful.

Medbiquitous Tools

To learn more about the MedBiquitous Consortium please see here.

Medbiq Assessment Methods

If you use the AAMC Curriculum Inventory Report, you can associate Medbiquitous Assessment Methods with specific assessment characteristics you have in your organization. This information is used to help populate the CIR. If you don't do this, unmapped assessments will be reported as "Exam - Institutionally Developed, Written/Computer-based".

How to map existing Medbiquitous Assessment Methods to your organization's assessment characteristics

Click on any existing Medbiquitous Assessment Method
Check off the relevant Assessment Types (aka Characteristics)
Click Save
You will see a green success message and be redirected to the list of Medbiquitous Assessment Methods

How to add additional Medbiqitous Assessment Methods

Click Add Assessment Method
Provide a Method title (required)
Optionally provide a description
Check off the relevant Assessment Types (aka Characteristics)
Click Save
You will see a green success message and be redirected to the list of Medbiquitous Assessment Methods

Medbiqitous Instructional Methods

If you use the AAMC Curriculum Inventory Report, you can associate Medbiquitous Instructional Methods with specific event types you have in your organization. This information is used to help populate the CIR. If you don't do this, unmapped event types will be excluded from the report.

How to map existing Medbiquitous Instructional Methods to your organization's assessment characteristics

Click on any existing Medbiquitous Instructional Method
Check off the relevant Learning Event Types
Click Save
You will see a green success message and be redirected to the list of Medbiquitous Instructional
Methods

How to add additional Medbiqitous Instructional Methods

Click Add Instructional Method
Provide a Method title (required)
Optionally provide a description
Provide an Instructional Code (required)
Check off the relevant Learning Event Types
Click Save
You will see a green success message and be redirected to the list of Medbiquitous Instructional
Methods

Medbiquitous Resources

This stores a list of Medbiquitous resources.

When creating learning events and you can optionally map a Medbiquitous resource to an event.

Restricted Days

The restricted days tool allows you to indicate days that are restricted within an organization. Once set up, users who try to schedule an event on one of these days when using the recurring event feature will receive a warning notifying them that something is a restricted day (users can ignore the warning and schedule an event anyway if desired).

Managing Restricted Days

Currently you must be a medtech:admin to manage restricted days. We are working to expand this to staff:admin users as well.

Navigate to Admin > System Settings.
Pick the organization you want to work in if necessary.
Click 'Restricted Days' in the left sidebar.
Click 'Add Restricted Days'.
Add the appropriate days noting that you can add a specific date (e.g. Dec. 25), a weekly day (e.g. every Friday), a monthly day (e.g. the first Wednesday of the month), or a yearly date (e.g. the last Monday of May).
Provide a reason for the restriction. Users will see the provided reason if they try to create an event on the restricted day.

Click Submit.
The newly created restricted day should display on the list of restricted days.

Viewing Restricted Days When Scheduling Events

If you are creating an event schedule and one of the dates conflicts with a restricted day, you'll see a warning. Users can ignore the warning and still schedule an event on that day if they so desire.

User Disclaimers

Please see additional details .

User Meta Data

Please see additional details here.

Curriculum Management

The tools within Manage Curriculum are used to build the structure on which many of Elentra's course, event and rotation management and curriculum mapping features rely.

Manage Curriculum allows users to:

Manage curriculum layouts and curriculum periods (a curriculum period is an instance of a layout and has specific start and end dates)
Manage curriculum tracks (a way to identify groups of related courses)
Manage curriculum map versions (a way to capture linkages between curriculum tags relevant to specific periods of time)
Manage curriculum tags (the taxonomies that can be applied to courses, units, learning events, gradebook assessments, exam items, and assessment items included on forms)
Map one curriculum taxonomy to another curriculum taxonomy (e.g. map national standards to program objectives)

You can watch a recordings about Curriculum Management at (login required).

Mapping Between Curriculum Tag Sets (Org. Wide)

Elentra allows you to map relationships between curriculum tags so you can show connections across your curriculum framework. You might map different levels of your own curriculum to each other (e.g. map program objectives to course objectives) or you might map your school curriculum and national standards (e.g., map your program outcomes to the AAMC Physician Competency Reference Set). This mapping is completed through Admin > Manage Curriculum and creates organization wide mappings.

Please note that the intended functionality of Elentra is to take a top-down approach in mapping curriculum tags. For example, you might have exit competencies, program objectives, course objectives and sessional/event objectives. You'd start with your exit competencies and map the relevant program objectives to them, then map the course objective to the program objective, etc.

After these mapped relationships are recorded they can be reported on via the Curriculum Tag Mapping Report.

Mapping Curriculum Tags to Content

Once curriculum tags are built in your organization, you can assign them in modules across Elentra. You can assign curriculum tags to:

Courses
Units
Events
Gradebook assessments (in a course)
Exam items
Assessment items included on forms
Learning Objects (i.e., online modules created in another tool)

The steps to apply curriculum tags in each of these areas is described in the relevant help section for each feature. Various reporting options to view this information also exist across the various features. Some reporting options are briefly described below.

Commonly used tools accessible to all users include Curriculum Search, Curriculum Explorer, and Curriculum Matrix.

Curriculum Search: Allows you to search for a key term and apply curriculum tags as filters.

Curriculum Explorer: Shows which objectives have been assigned to courses, tagged in events, and tagged on gradebook assessments (view of assessments is not available to learners).

Curriculum Matrix: Shows which objectives have been assigned to specific courses.

Additional tools are available only to specific users. Staff:Admin users will be able to access all of these, but faculty access will depend on the faculty role and course affiliation.

Curriculum Tag Minutes and Mapping Report: Shows which tags have been applied to events in a course.

Curriculum Review Report: Shows events, curriculum objectives, and clinical presentations within a course. (May require modification to use at your institution.)

Assessment Objective Summary Report: Lists assessments within a gradebook and provides their descriptions, and the curriculum objectives applied to them. (May require modification to use at your institution.)

Exam Data (Information and Settings): Provides an overview of the curriculum tags used on an exam and the number of questions tagged with said objectives.

Exam Results Curriculum Tag Report: Provides an overview of learner performance with regard to the curriculum tags applied to the questions.

Contextually Linking Curriculum Tags

Another curriculum mapping option exists in Elentra and that is the ability to contextually map one tag to another. This allows you to assign a tag to something like a course or event, and then link that tag to another tag in that specific context.

For example, for a learning event about fever in a child, you might assign a tag about taking a patient history. Then you could contextually link it to other tags (e.g. pediatrics, fever, etc.). This design can allow schools to keep a relatively concise list of overall learning objectives, then contextually link them to show how they will by applied in a specific context.

Reporting options for contextually linked tags are currently limited, however we intend to gradually expand the reporting options over time.

Database Setting Options

Curriculum Framework Builder

The Curriculum Framework Builder was introduced in Elentra ME 1.24. Its primary use is to configure curriculum tags that can be used on assessment forms and reported on via learner and program dashboards as part of Elentra's Competency-Based Education tools.

While curriculum tags added via the framework builder and its resulting organization and course trees do become accessible for tagging in other parts of Elentra (e.g. Courses, Events, etc.), not all functionality using Elentra's existing curriculum mapping tools is supported using CBE tags.

Additional details about using the Curriculum Framework Builder to support Competency-Based Education can be found here.

Curriculum Layouts and Periods

Curriculum layouts define the general blocks of time used within an organization to manage teaching and learning. Examples include year, term, semester, phase, blocks, etc. Courses, modules, or whatever more granular units of instruction are called at your institution live within a curriculum layout.

Within each curriculum layout, curriculum periods are added. A curriculum period has a defined start and end date and is often associated with a specific cohort of learners. An example of three curriculum periods within one layout would be:

Term 1 Class of 2021, Sept. 2017-Dec. 2017
Term 1 Class of 2020, Sept. 2016-Dec. 2016
Term 1 Class of 2019, Sept. 2015-Dec. 2015

One curriculum layout can have multiple curriculum periods. Curriculum periods are required when creating the audience and enrolment for courses/programs and multiple features and reports in Elentra rely on curriculum periods to filter information.

How to create curriculum layouts

Navigate to Admin>Manage Curriculum.
Click 'Curriculum Layout' from the left sidebar.
Click 'Add Layout'.
Complete the required information, noting the following:
- Curriculum Level: This field collects data but is not used elsewhere in the system. There is no user interface to define the levels used in the dropdown selector. If you want to change pre-clinical and clinical to other terms, you'll need help from a developer.
Click 'Save' or immediately add curriculum periods and then save your work.

How to create curriculum periods

From the Curriculum Layout page, click on an existing curriculum layout.
Click 'Add Curriculum Period'.
In the line added below, adjust the start and end date for the curriculum period, add a title (e.g. the relevant cohort), and leave the final column as active.
Scroll up if necessary and click 'Save'.

How to reorder the appearance of curriculum layouts on the screen

Click on and drag a curriculum layout row to the appropriate place in the list and then click 'Save Ordering'.

How to delete a curriculum layout

Click the checkbox beside the layout you wish to delete.
Click 'Delete Selected'.

How to delete curriculum periods

From the Curriculum Layout page, click on an existing curriculum layout.
Click the checkbox beside the curriculum period you want to delete.
Click 'Deactivate'.

Block schedule feature

If a specific curriculum period is a time when learners will participate in clinical learning experiences, you can automatically create a block schedule to apply to that curriculum period. This allows for easy scheduling of clinical learning experiences. Detailed instructions for this process are included in the Curriculum>Rotation Blocks help section.\

Blocks in a Curriculum Period

Blocks should be created for curriculum periods in which associated courses will have clinical learning experiences (e.g., clerkship, residency rotations). Later, you'll use blocks to build slots in the rotation scheduler.

Once a rotation schedule has been built and rotations created using the block schedule templates, any changes made to the block schedule template in a curriculum period will not be inherited by the existing rotation schedules. You will need to either rebuild your rotations or if they have already been extensively used, adjust the block dates per rotation.

How to manage curriculum blocks

You must be logged in with an administrator role to create blocks.
Navigate to Admin>Manage Curriculum.
Click 'Curriculum Layout' from the left sidebar.
Click on the appropriate curriculum layout.
Beside the appropriate curriculum period, click 'Block Schedule'.
Click 'New' in the bottom right.
Provide a Schedule Title (e.g. 1 Week Blocks or Psychiatry Rotations) and description as desired. The title is the title of the set of blocks, not the individual blocks. The start and end dates for the schedule are set by the curriculum period within which you are creating the blocks (you will be able to alter the individual block dates after they have been created).
Click 'Save'.
Now you can create the actual blocks of time within this schedule. Block Type: By default you'll see one, two and four week blocks. (If you'd like to build blocks of different lengths you can get a developer to make a database change to facilitate this.) Block End Day: This is the day you want blocks to end. Start and End Date: Set by the curriculum period in which you are creating these blocks. First Block End Date: Optional. You can use this to force the first block to end on a specific date (useful if the curriculum period starts on an irregular day).
Click the down arrow beside Save and select Autogenerate Blocks; a list of blocks will appear.
Click on any row to edit the block name, or the start and end dates.
You can also add a custom block by clicking 'Add' in the bottom right and providing the required information.
When you have made the required adjustments to the block schedule, click 'Save' on the right above the list of blocks.
You can add multiple sets of blocks to one curriculum period. For example, you might add a set of one, two and four week blocks to one curriculum period. This allows you to schedule learners across blocks of varying lengths during their clinical learning experience.
Toggle between a list and calendar view of blocks using the list and calendar icons above the block end dates. (Note that as of ME 1.12 the calendar icon does not properly display blocks.)

Curriculum Tracks

Curriculum Tracks can be used to create specializations or concentrations within programs or to show a course’s language of instruction. If curriculum tracks are created you can:

assign a track to a course
assign a track to a student user
assign a track to an Assessment and Evaluation items, forms and distributions

Curriculum Tracks can be disabled for an organization through a database system setting (disable_curriculum_tracks) This will hide Curriculum Tracks from the System Settings so no administrative users can create tracks. Note that if you have existing curriculum tracks configured and then disable Curriculum Tracks in the database, the existing tracks will still display in the user interface.

How to create a curriculum track

Navigate to Admin > Manage Curriculum.
Select 'Curriculum Tracks' from the left sidebar.
Click 'Add Curriculum Track'.
Fill in the required information noting the following: Track Public URL: If the track has a public URL you'd like to make available, provide it here.
Set a display order. Curriculum Tracks will not automatically display alphabetically.
Click 'Save'.

How to manage existing curriculum tracks

After a track is created you can add an image for the track. Click on the track name to access the Edit Curriculum Track page and then upload an image via the small gray square on the right side. As of ME 1.12, these images will not be displayed anywhere in Elentra.
To quickly change the display order of tracks on the main Curriculum Tracks page drag and drop them into new positions and click 'Save Ordering'.
To delete unneeded tracks click the checkbox beside the track name and click 'Delete Selected'.

How to add a track to a course

Adding courses to a curriculum track is done via individual course setup pages. Please see the the Courses help section for more information.

How to assign users to a curriculum track

Note that you'll only be able to assign students users to a curriculum track if you have tracks built for the relevant organization.

Navigate to Admin>Manage Users.
Search for the appropriate user and click on his or her name to access their user profile page.
Scroll down to the permissions section. If an existing permission exists in an organization that has curriculum tracks, you'll be able to select the appropriate track from a dropdown menu.
If you are creating a new permission you'll have to add it first and then select the relevant curriculum track from the dropdown menu.
Click 'Save' at the bottom of the page when you are done.

How to add a track to Assessment and Evaluation

Whether you are working with items, forms or distributions, you will see an option to assign a curriculum track if needed.

Curriculum Map Versions

The Curriculum Map Versions feature allows an organisation to create curriculum maps with specific linkages between curriculum tags. Each curriculum map includes curriculum periods and the curriculum tags and mapped relationships between tags are available to be applied to any features (courses, learning events, gradebook assessment entries, etc.) that exist with the curriculum periods included in a specific map.

How to create a curriculum map version

Navigate to Admin>Manage Curriculum.
Click 'Curriculum Map Versions' from the left sidebar.
Click 'Add Version' and fill in the required fields noting the following: Version Status: Draft or published curriculum maps will be available when creating links between curriculum tags and will also be available to be copied to new map versions as needed.
Click on the appropriate curriculum layouts and a list of curriculum periods will be displayed. Click on the appropriate curriculum periods for this map version and save your work.

How to copy an existing curriculum map version

Repeat the steps above and in the Import Options section, tick off the checkbox.
Select the curriculum map version you wish to copy from the dropdown menu.
Click 'Save'.
This will create an identical curriculum map for the new map version which you can then edit as needed.

Curriculum Tag Sets and Curriculum Tags

Curriculum Tag Sets are the different taxonomies an organization uses to tag and track content across the system. The sets are customizable and within each set you can have a hierarchy of tags. Examples of curriculum tag sets include school objectives, clinical presentations, diagnoses, etc. These tags can be applied to courses, learning events, assessment items, exam questions, portfolio artifacts, learning objects, etc. Tag sets can be used as filters when searching the curriculum and are used in multiple reports.

While curriculum tag sets and curriculum tags are connected, there are differences in their creation and management. You must create a tag set first and then populate it with curriculum tags.

How to create a new curriculum tag set

Navigate to Admin>Manage Curriculum.
Click 'Curriculum Tags' from the left sidebar.
Click 'Add Tag Set'.
Complete the required information noting the following:

Tag Set Details:

Title and shortname are required for the tag set. The title is displayed to users when using curriculum tags to label things and when using curriculum search tools.
Standardization: This field was developed for the Competency-Based Medical Education tools in Elentra and identifies a tag set that is standard across multiple courses/programs. It is applicable to the "Stages" tag set that is required in CBME, but can be ignored when creating other tag sets.
Applicable to: Usually curriculum tag sets are applicable to all courses, however you can adjust the setting, if needed. This will control which courses are able to use this tag set to tag learning events and gradebook assessments. (If you are using context-based linkages to tag curriculum that feature will allow access to all curriculum tag sets including those set to be applicable to only some courses.)

Tag Options:

This defines the information and requirements for any tags added to this set. You can control whether there will be a space to record code, title, and description for each tag and whether any of those fields is required. You must have a minimum of one required tag option. If you later download a sample csv in order to import tags to this set the csv will include columns for the required fields configured here.
Hierarchical levels: Here you can set how many hierarchies will be allowed within the tag set (for example you might have a set of objectives that has 3 levels in its structure like Competency, Program Objectives, and Curricular Objectives). If you use multiple levels, provide labels for each.
Be aware that in many Elentra features when users apply curriculum tags to events or items, they will have to click through the hierarchy to find the appropriate tag. Some features also allow users to select the top or second tier of the hierarchy and automatically apply all tags below to the course.

Tag Display Options:

Here you can specify how tags within this set should be displayed in short or long display mode. Some reports will rely on the different display methods and apply your specifications. To change the display order of the components, type in the %d, %t or %c codes as you wish them to appear. A sample of what the short and long display methods will look like will show on the right.

Mappable Curriculum Tag Sets:

One feature of curriculum tags is the ability to map tags from one set to another to create a map of how your curriculum tags overlap. In this section you can define how the tags in the set you are creating can be mapped to other tag sets. Click the down arrow beside 'Browse All Tag Sets' and check off the sets you want to be able to map to, noting there is a select all feature available. To delete any unwanted tag sets from this list click on the small grey ‘x’ beside the tag set name in the 'Selected Tag Set' panel.

Click ‘Save’ to complete the creation of the new tag set. After saving, you will be redirected to the screen where you can add tags to your newly created tag set.

How to delete existing curriculum tag sets

Navigate to Admin>Manage Curriculum>Curriculum Tags.
Click the checkbox beside the curriculum tag set you want to delete and then click ‘Delete Items’.

How to modify existing curriculum tag sets

Navigate to Admin>Manage Curriculum>Curriculum Tags.
Click the name of the tag set and then click ‘Edit Tag Set’ from the buttons on the right. This will open a page where you can edit the tag set information.

How to create new curriculum tags

Navigate to Admin>Manage Curriculum.
Select 'Curriculum Tags'.
Click on the name of the curriculum tag set you want to add tags to.
Either import curriculum tags or add individual tags.

How to import curriculum tags

From a Curriculum Tag Set page, click 'Import from CSV' and a popup window will offer you a sample CSV template file to download. The template file will include some column headings required for this tag set, but a full list of possible CSV headings include: objective_code objective_name objective_description objective_order objective_loggable non_examinable objective_status_id admin_notes\
Complete the file with the appropriate curriculum tags (remember to remove the sample line of text).
Import the file via the already open popup window to quickly create your tag set. To import the tags you can drag and drop the file or browse for it on your computer.
If you are uploading to a tag set with hierarchies, select the parent tag you wish to import additional tags to.
Click 'Import'.
You'll see a green success message with the number of tags created and then you'll be redirected to the tag set page where you can view the newly added tags.

If you want to add curriculum tags to an existing list of tags, you can import a new file with the additional tags. The new tags will get added to the list. Any change to an existing tag (code, name, description) will result in a new tag being created. As such, if you need to fix a typo in a tag, do so through the user interface, not a new csv upload.

How to add new tags one by one

From a Tag Set page, click 'Add Tag'.

Tag Details:

Status: Set this as Active to allow its immediate use; if you use Draft status this tag will not be available to users and you'll have to manually update its status when you want it to be available.
Complete the code, title, and description as needed remembering that the availability of each field and whether it is required is managed at the tag set level.
Set the Display Order if needed. By default the new tag will be added to the end of the list of existing tags.
Non-Examinable: At present this can be recorded for reporting purposes and does not interact or impact the functionality of other features.
Loggable in Experience Logbook: Tick this box if this curriculum tag should be available to learners in the Experience Logbook (usually this is relevant to tags that will be used in clinical learning environments).

Map Curriculum Tags: When creating a new tag you can link it to other curriculum tags if the tag set has been built to allow for such linkages (remember that is controlled at the tag set level).

Click on 'Map Curriculum Tags'.
Use the Tag Set dropdown menu to find the tag you want to map to the tag you are editing.
Click off the popup window in order to see the mapping relationship you've added. It intentionally stays open for you to pick more tags as needed.
To delete a link click the small x beside the mapped tag.
Click 'Save'.

Admin Notes: Use this space to record notes about a curriculum tag (e.g. the committee that requested the tag, reason for changes, etc.)

Click 'Save & Close'.
To add a tag in a hierarchy, navigate to a Tag Set page and click the plus sign beside the tag to which you want to add another level of tag. (Depending on whether you use list or table view you will see the plus sign or may need to hover over a tag until menu icons appear on the right.)
Complete the tag details as you would for other tags and click 'Save'.

Where tag title, code and description display in the Elentra user interface

When building a tag set you can define whether tag title, code, or description are required for each tag added to the set. If you're curious about where this information will display to users, here are some general guidelines for various reports and tools in Elentra:

Curriculum Search: code and title
Learning Events Tab: shows title (currently the filter list is restricted to the 2 objective sets you’ve designated as Curriculum Objectives and Presentations)
Curriculum Matrix: title and description
Curriculum Explorer: title (and description once you click on an objective)
Curriculum Tag Mapping Report: title and description
Curriculum Tag Minutes and Mapping Report: title
Course Website (learner view): title and description
Course Page (no course website built) (learner view): title
Event Page (learner view): code, title, and description

The Curriculum Review Report is being revised for ME 1.15 on to allow for user control over how the curriculum tags display (the report will reflect the Short Display Method you can configure when you edit a tag set).

How to modify your view of curriculum tags

Toggle between a list view and table view of curriculum tags using the small icons beside the Add Tag button.
In table view, add additional visible columns to the table by clicking on the grid with a down arrow beside it. Adding additional columns can allow you to see id, code, title, description, and an overview of existing links between tag sets.

https://vimeo.com/267800298/7e6ccf2e47

How to edit existing tags

Click on the pencil icon available to the right of the tag (you may need to use your mouse to hover over a tag for the menu icons to appear).

How to link curriculum tags

If settings in a curriculum tag set are configured to allow the tags in the set to be mapped to other tags, you can do the mapping from the Tag Set page.

From the Tag Set page click the chain or link icon beside a tag. This will take you to the Map Curriculum Tags tab for this tag.
Use the Tag Set dropdown menu to find the tag you want to map to the tag you are editing.
Click off the popup window in order to see the mapping relationship you've added.
To delete a link click the small x beside the mapped tag.
Click 'Save'.
Note that you can link tags via courses, units, and learning events if you are using an Elentra setting that allows context-based linkages. See more information about this in the Curriculum>Context Based Linkages help section.

How to view tag history

Click on any tag to access its details, mapping, admin notes and history.
This history tab records all changes made to the tag and the user who created the change.

How to quickly view tag details

After you've opened any curriculum tag using the pencil icon to view its details, you can quickly navigate forward and back to view additional tags in the set using the arrows in the bottom left of the screen. Easily jump to the first or last tag using the double arrow.

How to delete curriculum tags

To delete an existing curriculum tag navigate to the Tag Set page.
Depending on your view you'll either see small icons in the right or you'll need to hover over a curriculum tag until you see small icons appear.
Click the garbage pail to delete the tag.

How to export curriculum tags

Navigate to Admin>Manage Curriculum.
Click 'Curriculum Tags' from the sidebar
Click on the name of the curriculum tag set you wish to export.
Click export.
A csv file will download to your computer; it will include objective id, code, name, description, parent, etc.

Context-Based Linkages

This feature is optional and must be enabled in the settings file to be accessible through the user interface.

Context-based curriculum linkages allow you to map relationships between curriculum tags at the course, event, and unit level. These mapped relationships will be visible on the course, unit, and event pages. While this feature creates records of information in the same way that linking curriculum tags through Admin>Manage Curriculum does, the display capabilities are quite different. Using context-based linkages will allow users to click on curriculum tags from within units and events and see the mapped relationships.

There are different areas where you can build context-based linkages and often they are used in conjunction with the Units feature.

Assign curriculum tags to a course and link them to other curriculum tags. Do this from a course setup page. Assign curriculum tags to a unit and link them to other curriculum tags. The list of tags assigned to a unit will be displayed under Week's Objectives. This information, including the context-based linkages, will also display under the Unit Tags section of a weeks page. Do this from a course unit page. Assign curriculum tags to a learning event and link them to other curriculum tags. If you link your event level objectives to a unit tag the learning event will display on the list of week's objectives and show the connection to the unit objective. Do this from a learning event page.

Having a list of events display on a week's page actually comes from linking the event to a unit, not the context-based curriculum tags.\

Hot Topics

Hot Topics can be configured to include a list of items your organisation would like to track across learning events. Hot topics function somewhat like curriculum tag sets but they are not available to assign to courses or assessment items. For this reason, your organisation may prefer to build a hot topic taxonomy in the curriculum tag sets via Manage Curriculum. One feature of hot topics is that you can indicate whether teaching about a hot topic was major or minor in a learning event, however there is currently no way to report on this information.

How to manage a list of hot topics

Navigate to Admin>System Settings.
Select the organisation for which you want to manage hot topics.
Click Hot Topics from the left sidebar.
Click 'Add Hot Topic'.
Provide a name and description and click 'Save'.
To delete hot topics, click the checkbox beside the category you wish to delete and then scroll down and click 'Delete Selected'.

How to tag hot topics within a learning event

Navigate to a learning event you want to tag with a hot topic.
From Administrator View, click on the Content tab.
In the Event Objectives section scroll down to the Event Topics section. Click 'Event Topics' to make the list of topics visible.
Tick off the Major or Minor field as needed.
To deselect a topic, click the remove x.
Click 'Save'.
When a hot topic is tagged to a learning event, this information (including major or minor designation) is visible to learners on the learning event page.

How to report on hot topics across the curriculum

Navigate to Admin>System Reports.
The Course Summary Report includes a column to show Hot Topics tagged to specific learning events.
From the Learning Event tab you can apply multiple filters to tailor the list of learning events you are viewing. One of the filters you can apply is Hot Topics. This allows you to generate a list of all events tagged with a specific hot topic.

Curriculum Search

The Curriculum Search tool is available to all users of Elentra by default and uses boolean search logic to look for content within Learning Events. The search algorithm scans Learning Event titles, descriptions, required preparation, and mapped curriculum objectives. Additionally, through Advanced Options > "Search within files attached to Learning Events", users can look search term matches within the contents of PDF, PowerPoint, Word, and Text documents attached to Learning Events.

You can watch a recording about Curriculum Search at (login required).

How to use Curriculum Search

Type your search term(s) into the search space.
- By default Elentra requires a minimum four character word to search. This is to prevent returning thousands of results for searches of three or fewer letters.
If you want your search results to include files attached to Learning Events, click 'Advanced Options' and click the checkbox just below the search bar.
Click 'Search' and your results will display on the screen.
- Elentra searches event titles, event descriptions, and curriculum tag names for the word you entered.
- Your search term will be highlighted if it is in the description of a relevant learning event.
You can toggle between three different views of your search results:
- List view: This view shows you a list of all returned events. Export your results as desired.
- Timeline view: This view displays the returned events by cohort on a timeline. Scroll through the results or quickly jump from year to year using the links on the right above the timeline. Mouseover an event for its course affiliation and length. View a total count of results returned per cohort in the left sidebar.
- Table view: This view shows you course name, learning event, date, duration, description, unit (if enabled), event types, and teachers. Export your results as desired.

How to use advanced options

Advanced options let you further refine your curriculum search results.

Click 'Advanced Options'.
Select parameters to apply to your search including cohort, academic year, curriculum tag sets, filter fields, course and weeks (weeks will only appear if units/weeks in enabled in your installation).
To add a Tag Set click on the name of the desired tag set and click 'Add' just below the list of tag sets. You can hide this list as desired by clicking 'Hide List'. Adding a Tag Set to your search means only events with something from that tag set will be included in the results.
To use the Search Filter Fields and Search Filter Operator options, imagine creating a sentence to limit your results. For example, "If Event Description is ----" return results. You can create multiple filters to apply to a search and the returned results will only include events that meet the filter parameters.
The Search Filter Operator options include: is, is not, contains, does not contain, starts with, does not start with, ends with, and does not end with.
After you've set your filters, click 'Search'.
To clear just some existing filters click the small x on each filter card. To remove all filters, click 'Reset'.
Make sure to click 'Reset' to clear all filters before beginning a new search.

An example of using advanced search might be that I want to find all events on a certain topic NOT taught by one faculty member. I may already know that Dr. Greene teaches about heart disease but I want to find other instances in the curriculum where another faculty member is addressing heart disease. If I search for "heart disease" and add a "Teachers is not Dr. Greene" filter, the results will give me what I want.

Exporting events: Include or exclude child events

Elentra includes the ability to link multiple repeating events in a parent-child relationship. This is most often used when small groups of learners will complete the same activities in repeating learning events. For example, there may be 10 events scheduled for 10 small groups but each event is essentially identical in terms of content, curriculum tags applied, etc. If you use the parent-child feature some reports will look only to the parent event to collect data and therefore help to report accurately from the perspective of a single learner.
When you export events from Curriculum Search you can choose whether to include or exclude child events.
Searching for key content in your curriculum, and exporting the results can be really useful for external reporting (e.g. research projects, interest group surveys, coroner's office, etc.). Similarly, these exports can help in gap analysis and planning an intentional curriculum.

Curriculum Explorer

The Curriculum Explorer is available to all users by default and allows you to filter by curriculum tag set, course, cohort, mapping relationship and academic year, in order to see where a specific curriculum tag has been applied to a course, learning event, or assessment.

The results returned in the Gradebook Assessments section does not return results for individual exam items, nor for Assessment and Evaluation forms. Learners accessing Curriculum Explorer will not have the option to explore Gradebook Assessments.

Curriculum Explorer does not currently reflect the parent-child relationship if you create recurring events using the parent-child relationship. It will display results for all events that have been tagged with the relevant curriculum tag.

You can watch a recording about Curriculum Explorer at collaborate.elentra.org (login required).

How to use Curriculum Explorer

Select a curriculum tag set from the dropdown menu.
Select a course, cohort, mapping and or academic year to limit your results. Each field is optional.
- In the Mapping Section you can specify the kind of linked curriculum tags you are looking for.
  - Direct Mappings includes tags that have been assigned to specific resources (e.g. course, event, gradebook assessment)
  - Indirect Mappings includes tags have been mapped to other tags either at the organizational level in Admin > Manage Curriculum OR contextually, and that other tag is assigned to a specific resource
By default, the system will return results for courses, learning events and Gradebook assessments (when the user has permission to view).
- If you want to omit a category, deselect it.
- Results on the Events tab will be grouped under the relevant course.
Click 'Explore'.
In the left pane, you'll see a list of curriculum tags and the number of times they are tagged based on the filters set.
- The badge shows the number of resources (e.g., events, courses and assessments) assigned to that tag and any of its descendants if it's part of a hierarchical tag set.
- Each level also includes the resources from the previous, higher level. So if Tag A is assigned to Course 1, when you navigate to A’s child (A.1) Course 1 will still be displayed there.
Click on a specific curriculum tag to view its results or to drill down to additional tags if the set has a hierarchy.
In the right pane, switch between views of courses, events, and assessments tagged with the objective.
- Each tab will only show up if there are results returned for it.

There is not currently an export tool associated with the Curriculum Explorer.

Curriculum Matrix

The Curriculum Matrix is available to all users by default and provides a quick visual and numerical inventory of where curriculum tags are assigned to courses. The Matrix reflects only those curriculum tags that have been assigned to a course through the Course Setup page, not all tags applied to events, gradebook assessments, etc.

Curriculum Matrix does not currently reflect relationships between mapped tags. It just shows those tags directly assigned to a course. (If context-based linkages are enabled the Matrix shows curriculum tags assigned to the course on initial setup and any added afterwards in the "Course Tags" section.)

The Curriculum Matrix can be a useful tool to help identify where curriculum objectives might be under or over-represented.

The information stored in the Curriculum Matrix can be downloaded as a csv file.

You can watch a recording about the Curriculum Matrix at collaborate.elentra.org (login required).

How to use Curriculum Matrix

Navigate to Curriculum>Curriculum Matrix.
Use the Curriculum Tag Set selector to pick a tag set. If the tag set you select includes multiple hierarchies, adjust which hierarchy you are viewing using the small grey numbers to the right of the tag set selector.
Results will display on the screen. A star indicates that a tag is assigned to a course. The number is the column header indicates how many courses the tag is assigned to.
If viewing a tag set with hierarchies, some column headers may appear blue. Click on the tag to open the next hierarchy of tags.
Collapse the view of specific curriculum layouts (e.g., term or year) by clicking on the +/- button beside the layout name.
Click on the name of a tag to see its description (if applicable).
Click 'Download' to download the results of the Matrix in a CSV file.

Mapping Tags to Content: Visibility and Reporting Options

The way curriculum tags are stored in Elentra does impact visibility on some pages and the available reporting options. This has grown more complex with the introduction of tags added through a Curriculum Framework for the purposes of Competency-Based Education.

Curriculum Management Reporting Tools

Tool

What is Displayed

Notes

Mapping Tag to Tag

Mapping Method

View of Mapped Relationships

Mapping Tags to Content

Tag Set Structure

Mapped to...

Visibility and Reporting Options

User Management

Elentra allows you to collect and store information about users in a variety of ways. Each user can have a basic profile (name, email, etc.) but you can configure Elentra to collect additional information using extended profile fields associated with specific departments.

Many institutions sync their user records with a centralized authoritative record of users which reduces the work of maintaining a user database.

Database Settings

Database Setting

Use

Create and Manage Users

New in ME 1.25!

A database setting to control whether users can edit their own email addresses (email_update_enabled_sso)

Most users require an account to access Elentra. There are some exceptions to this: you can create a public community and share it with others, add a guest member to a specific community, or add an external assessor to a distribution of an assessment and evaluation form.

To create user accounts you must associate a group and role with every user. Different combinations of group and role have different permissions in Elentra.

Although there is a user interface to manually add individual users, it is strongly recommended that your developers or technical team set up a relay of information from a central, authoritative database (e.g., an existing student information system) to feed users into Elentra. If you are not doing this and wish to bulk import users via a csv file, please see below.

Manually importing or creating users is restricted to those with administrator roles in Elentra (i.e. staff:admin, medtech:admin users).

If you'd like learners to automatically populate a cohort, make sure that the appropriate cohort exists (e.g. Class of 2023) before importing the learners. Currently, only cohorts using the naming convention "Class of XXXX" can have learners automatically added when importing via CSV.

User Profile Information

Account Details

Staff/Student Number: Sometimes referred to as institutional id, this represents the typically numeric or alphanumeric identifier used for members of an institution.
Username: What the user will enter to log in to Elentra (unless single sign on or other tools are in use).
Password: Elentra will autogenerate passwords for accounts manually created through the user interface. Note that is single sign on is configured, passwords stored in the Elentra user profile are not relevant.

Account Options

Account Status: Accounts with inactive status will prevent users from logging in.
Access Start: Limits a user's access to Elentra to the specified start and finish times.
Access Finish: Limits a user's access to Elentra to the specified start and finish times.
Student Admin: Visible only on a learner's Profile under the Account Options section, the Student Admin tool is to allow you to give a learner access to Exam question folders (as indicated in the Developer Notes). The idea behind the Student Admin option is to allow experienced learners to create practice items for other learners. Students can also grade exam questions if they have been made a student admin, and assigned as a grader on an exam. Eventually student written exam questions could be used for formative exams where learners can generate an exam comprised of random items from the bank, possibly based on curriculum tags applied to the items. (Please note that the ability for a learner to generate an exam is not yet included in Elentra.)

Personal Information

Prefix:
First Name/Legal Name:
- If you have multiple users with the same first and last name we recommend including their middle initial with their first name.
Preferred Name: Note that while Elentra can store this information, it is not currently used/displayed elsewhere in the platform.
Middle Name:
Last Name:
Title: Introduced in ME 1.22, provide a user's title as needed. Default options are: Dr. Mr. Mrs. Ms. Prof. Assoc. Prof. and Asst. Prof.
- This information will display:
  - when viewing the user's profile overview (either as an admin or as the user herself),
  - when a user searches for a user using the People Search function, they can see the user's title, and
  - when a user is added as a course contact for a course and a Course Website is in use, the user's title appears below their name.
  - Note users can edit their own titles from their Profile page.
Generational Suffix:
Post-nominal letters: Optionally enabled using a database setting (profile_name_extensions).
Pronoun: Introduced in ME 1.22, and optionally enabled using a database setting (profile_pronoun_enabled) to allow staff:admin to enter this information on a user profile.
- Once this information is entered, it will display on the user profile page available to staff:admin users.
- The pronoun selections available are stored in a database table and can be changed by a developer to suit the requirements of a specific installation.
- Note that an additional database setting (profile_pronoun_edit_enabled) can be enabled to allow users to edit their own pronoun information. More information about this is in the User Tools help section.
Gender: By default Elentra includes Female (F), Male (M), Non-Binary (NB) and Undefined (U).
- Note that the genders stored in your installation can easily be modified by a developer in the database in the elentra_auth.users_lu_genders table.
Primary E-Mail:
Alternative E-Mail: Note that while Elentra can store this information, it is not currently used elsewhere in the platform (i.e., it is not used when sending reminders or notifications).
Telephone Number:
Fax Number:
Country:
Province/State:
City:
Address:
Postal Code:
Office Hours: Information entered here will display on the user's profile when viewed in People Search.
General Comments:

Permissions

Group:role permissions define a user's basic abilities in Elentra; additional access and capabilities are granted by further being associated with a specific course or group of learners. For example, a user who is staff:pcoordinator has read access to open courses and events, however she will only have administrative abilities in a course if she is specifically associated with a course as its designated pcoordinator on the Course Setup page.

Group: Group defines the user type in the system. Pick from Alumni, Faculty, Medtech, Resident, Staff, and Student. You can only use additional groups if you have added them to the database.
Role: Different group types have different role availability as shown in the table below. Many group and role configurations carry different permissions. For more detail about user permissions please see the Permissions help section. Similar to groups, you can only use additional roles if you have added them to the database.

How to bulk import users from a csv

Navigate to Admin>Manage Users.
Click 'Import From CSV'.
From the popup window you can download a sample CSV file.
Open the file in your preferred spreadsheet manager and complete the columns. Required fields are listed first followed by optional fields.
Required fields include:
- First Name
- Username: This will be the username for your Elentra installation.
- email: This should be the user's email and must be distinct for each user.
- Organisation: This should be a numeric id and reflect which organisation a user should be added to if there are multiple organisations on an installation (e.g., undergraduate medicine and postgraduate medicine). When logged in as a Medtech>Admin you can find the organisation id by navigating to Admin>System Settings and clicking on the organisation. When the page for that organisation opens the url will include the org id at the end. You can also ask a developer what the organisation ids for your installation are.
- Gender: Gender is a required field in your upload. By default Elentra includes Female (F), Male (M), Non-Binary (NB) and Undefined (U).
  - Note that the genders stored in your installation can easily be modified by a developer in the database in the elentra_auth.users_lu_genders table.

Optional fields: Institution Number: The user's university id (e.g., staff or student number). As of ME 1.20 this can include letters and numbers. Entry Year: The year the learner entered/will enter a program. Grad Year: The anticipated graduation year. (Make sure your database includes the years you intend to enter.) Note that this field is strongly recommended for undergraduate organisations since users will automatically be added to an existing cohort if one exists for the graduation year. Notes: Information provided here will display in the General Comments section of the Personal Information section. Account Status: You can enter active or disabled in this column, you'll be able to change this setting in UI after the user is created. Access Start: Unix timestamp (e.g. 1512086400) or date-time format (2017-12-01 12:35) are accepted. Access Finish: Unix timestamp (e.g. 1512086400) or date-time format (2017-12-01 12:35) are accepted. Department: To enter a department affiliation for a user you must have department's Elentra id code. This is information you can request from a developer or you can find it by looking at a url. To discover the department id for yourself, you must be able to access Admin>System Settings. When you do, click on the name of the organisation you are working with and then click Departments in the left sidebar. Click on a department name and when the page for that department displays the url will include the department id at the end.

If you associate a faculty user with multiple departments please note that reports that rely on departments will attribute that faculty user effort to each department they are associated with.

Password: Passwords can be set using an import but we recommend only importing existing passwords if you exported them from elsewhere. Salt: This is a way to make a password more secure. It is recommended that you use this field only if you've exported a list of users and already have the salt information (and the password). Prefix: Accepted prefixes are Dr., Mr., Mrs., Ms., Prof., Assoc. Prof., and Asst. Prof. Alt Email: This is a second or alternative email the user can provide. Telephone, Fax, City, Address, Postal Code, Country, Province: Provide contact information as desired.

Every column header included in your file must be completed. If there is a column header with no information present delete that column before you upload the file.
If you are importing a significant number of users we recommend limiting your file size to 1000 users or less.
It is recommended that you use different files for different groups (e.g. faculty and learners) as they may not required the same fields and partially complete columns may result in errors. If you have blank cells please fill them with NULL.
After completing the spreadsheet, you can browse to find the file or drag and drop it in place. You will be prompted to match the information included in your CSV against the mapped fields available. Fields that display highlighted with green are required.
At this stage, you can scroll through the imported users to check their data. In the top right, click on the small arrows beside the Row counter. You'll see a summary of the information being uploaded for each user.
Decide whether to send user notification emails to new users (uncheck if you don't want emails sent), and click on Import Users.
You will see a green success message or be prompted to correct something in the CSV file.
Creating user accounts using a csv import will also generate an email confirmation to the user who completed the import. The email will include a list of all users successfully created.

Uploading revised records for users

You are able to upload revised user records to the system. When you do the system will compare the records and in some circumstances ask you to confirm which record you want to use.

The system will respond the following way when you update records: If the user has the same group but a new role compared to their previous record - system will update the role and everything else (start and end date, and account status). You will be asked to confirm whether you want to update the user record. If the user has a different group from their previous record that group will be added to the user's account and all other information will be updated. If the user has the same group and same role as their previous record the system will automatically update everything included in the csv.

When the system finds two records for the same user it will display the two records. Currently, these lines look identical but we are working on adding a popover card to display the conflicting information so users can more easily decide which record to import.

Note that you can choose to update no records, update all records, or individually select which records you'd like to update.

When you look at a list of users note that records displaying in red indicate users with disabled accounts.

How to add individual users

Navigate to Admin>Manage Users.
Click 'Add New User'.
Provide the required information and set Permissions for the user. Note that you must click Add Permission after you've selected the appropriate group and role for the user.
After you've added a permission you may see the option to define a curriculum track if curriculum tracks exist for the relevant organization. Use the dropdown selector to set a user's curriculum track if necessary.
Linking a user to a department may mean that certain reports include the user (e.g., faculty reports, work force reporting). A user can be linked to multiple departments/divisions.
Leave email notification active or turn it off and click Add User. You will see a green success message or be prompted to correct something on the page.

How to create guest accounts for users to access individual communities

To give someone access to a specific community and its documents, navigate to the desired community. You must be a community administrator to add a guest member.
From the Admin Center of the specific community, click 'Manage Members'.
Click the Add Guest Members tab.
Complete the required information and click 'Add Guest'.
You'll receive a green success message and the guest user will receive an email with further instructions. The user will only have access to the specific community.

How to disable and deactivate users

Under the Account Options section of a user profile you will see the ability to edit Account Status, Access Start and Access Finish.

Account Status

Updating a user's account status to Disabled will prevent the user from logging in.

Account Start and Finish

If you want to temporarily remove access to Elentra, you can edit a user's Access Finish date and time.

Navigate to Admin>Manage Users.
Search for the appropriate user and click on his/her name.
From the User Management box on the left, click 'Edit Profile'.
Under Account Options set an Access Finish date and time (you could use this to set a finish access time in the future).
Click 'Save'.
A user whose access is finished will display with a red highlight on the list of users.

How to delete users

Navigate to Admin > Manage Users.
Search for the appropriate user.
Click the checkbox beside the user's name.
Scroll down and click 'Delete Selected'
Confirm your choice by clicking 'Delete Selected'
You will get a success message.
Users who have been deleted will display on the list of users with a green plus icon beside their name. This allows you to reactivate their account if needed (please note you will need to reassign them to a group and role, department, etc.)

Additional Information

If you have users with identical first and last names we recommend that their middle initial be entered as part of the first name field. This will allow other users to more easily distinguish between people (e.g., when you are adding someone to a cohort or as the target of a distribution).

User Permissions

Most use of features in Elentra is based on a users group and role permission. A user can be assigned multiple group and role permissions within an organization and can hold the same permission across multiple organizations.

Below are group and role settings and their general system permissions. Please remember that your installation of Elentra may have customized aspects of the software and changed the access of specific group and roles.

Group

Role

System Permissions

A more detailed matrix of user ability across modules can be found .

For information on Masked Permissions please see .

Clinical Faculty Checkbox

When you add group:role permissions to faculty users you will notice a Clinical Faculty checkbox in each organization they are a part of. When you add a user through the user interface this will automatically be checked off. Note that as of Elentra ME1.12 you cannot set a user as a clinical faculty member in one organisation but not another.

This is mostly a tool to store information and is rarely used elsewhere in Elentra. One place it is used is when reporting on annual reporting. When generating reports on annual reports you can filter by clinical and non-clinical faculty (see below).

User Disclaimers

A user disclaimer can be set up to appear on the start page or your Elentra installation, when users try to access specific courses or communities, or when users access tasks in specific distributions. You must be a medtech:admin or staff:admin user to set up a disclaimer.

How to set a user disclaimer

Navigate to Admin>System Settings.
Click on the organisation you want to set a user disclaimer for.
Click 'User Disclaimers' from the left sidebar.
Click 'Add User Disclaimer'.
Complete the required information noting the following:
- Effective Date: Set when the disclaimer will show up to users.
- Trigger: Decide when this disclaimer should be applied.
  - When any page is accessed
  - When a specific course or courses are accessed
    Set the course or courses
  - When a specific community or communities are accessed
    Set the community or communities
    Note you must be an administrator of a specific community to add a disclaimer to it.
  - When a specific distribution or distributions are accessed
    Browse distributions and select one or more
When someone declines: Decide what should happen if someone declines the disclaimer. Click the checkbox to receive email notification of any declines. There is currently no user interface add additional emails in the case of a declined disclaimer.
- This option will not display for distribution-based disclaimers. Distribution-based disclaimers will only offer the user the option to accept.
Audience: Click the down arrow beside Browse All Users and continue to click through to add your audience. Note that it is intentional that you can only drill down to the role level or user and not individuals. To delete any group from the list, click the small x beside the group.
- This option will not display for distribution-based disclaimers since the audience is dictated by the assessors/evaluators in the distribution.
Click 'Save'.
Edit an existing disclaimer by clicking on the disclaimer title which will open an edit page.
Delete an existing disclaimer by clicking the trashcan icon in the last column.

After a user disclaimer has been accepted by at least one user you can no longer edit the content. If you need to replace the disclaimer, you must delete the existing disclaimer and create a new one.

How to report on user disclaimers

After a user disclaimer is active you can view who has accepted or declined the disclaimer.

Navigate to Admin>System Settings.
Click on the organisation you want to view a user disclaimer for.
Click 'User Disclaimers' from the left sidebar.
Find the name of the user disclaimer you wish to view and click the eye icon in the last column.
A list of users who have approved the disclaimer will be displayed. Click on 'Declined' to view users who have declined the disclaimer.

How users experience disclaimers

When users with an active disclaimer try to access the system or a course/community (depending on how you configure the disclaimer) they will be asked to accept or decline the disclaimer. They also have an option to print a copy of the disclaimer for their own records.

User Metadata

Elentra provides administrators with the option to keep track of any information about users, for example immunization records, police checks, mask and gown size, etc. At present, there is no interface for users to adjust these records about themselves.

How to create a meta data field

Navigate to Admin>System Settings.
Click the name of the organisation you want to create meta data for.
Click 'User Meta Data' from the left sidebar.
Click 'Add Meta Data'.
Complete the required fields, noting the following: Parent: You can created a nested hierarchy of meta data fields (e.g. immunizations: tetanus, measles, influenza, etc.). To do this, you must first create the parent meta data category, then when you create the nested fields, select the parent from the dropdown menu. Restricted to Public: Select Public Viewable if you want users to be able to see their own meta data. Select Restricted to hide the meta data fields from users and allow only administrators to see the information (these items will appear with [Admin view only] on the list of meta data fields). Group: Select the group(s) to apply this meta data to. To delete a group from an existing list, click the minus button beside the group name.
Click Save

How to complete a meta data field

Navigate to Admin>Manage Users.
Click 'Manage User Meta Data' from the left sidebar.
Set the required fields to reflect the information you want to input.
Click 'Show Table'.
Click 'Export/Load'.
Click 'Export CSV' to download a file with the list of users and other relevant column headings.
Complete the file, noting the following:
- Type: Type reflects the meta data you are entering. You do not need to fill this in on the file unless you are uploading multiple meta data categories using one file.
- Value: Make this the main data (e.g. shoe size: value=10).
- Notes: This can be used to record any additional information (e.g. Received record from health unit on Jan. 16, 2015).
- Effective date and Expiry date: These should be listed in yyyy-mm-dd format.
The fields for this import are optional so unused columns should be deleted before importing the file.
Click 'Import CSV' to upload the file.
You will be prompted to map the CSV columns you've included with the meta data fields available in the system. Click and drag any unmapped fields to the appropriate place as needed.
Choose whether to replace existing data with information in the spreadsheet, and whether or not to delete existing records if information is empty in the spreadsheet (click each check box as needed).
Click 'Import'.
Alternatively, you can add individual records one by one by clicking on 'Add record' for an individual from the meta data category main screen.

How to see user meta data

To view user meta data for a group:

Navigate to Admin>Manage Users.
Click 'Manage User Meta Data' from the left sidebar.
Set the required fields to reflect the information you want to view.
Click 'Show Table'.
You'll see a list of all users and their existing records.
This information can be exported as a csv.

To view all meta data for an individual:

Navigate to Admin>Manage Users.
Search for the required user and click on his/her name.
Select 'Edit Meta Data' from the sidebar User Management section.
You'll see a list of meta data records for the user.

How users can see their own meta data

Users can view their user profiles by clicking on their names at the top of the Elentra screen.
If meta data is required/logged for the user s/he will see an Extended Profile tab.
By clicking on this tab users will see any meta data collected for them AND which is set to Public Viewable.
At present, there is no interface for users to adjust these records about themselves.

User Incidents

The User Incident tools allows an organisation to keep a record of an incident involving a user.

How to record a user incident

Navigate to Admin>Manage Users.
Search for the relevant user and click on his/her name.
In the User Management box on the left sidebar, click 'Incidents'.
Click 'Add New Incident'. Note that the system will automatically record and display the name of the user who creates an incident.
Provide the required information noting the following: Severity: Incident Severity cannot currently be configured through the user interface. If you wish to change the available incident severity levels you will need help from a developer. Status: An open incident can be edited for more information to be added including any follow-up. If an incident is closed its appearance will be greyed out when viewing a list of incidents. Dates: Both the incident date and the date of any follow-up can be recorded. Details: Information provided here is not currently visible to the user although it will be accessible to users with permission to view learner incident reports. The system will not automatically record and display the names of users who add to the initial report.
Click 'Save Incident'.
Incidents will display on the user profile page but are only accessible by users with admin roles. By default users do not currently have the ability to access their own recorded incidents.

How to report on open and closed incidents

Navigate to Admin>System Reports.
Scroll down to Learner Incident Reports.
Click on the appropriate report, fill in the necessary information, and click 'Create Report'.
Click on the name of a user or title on an incident to see the details.

Profile Photos

Elentra allows there to be two profile photos stored for each user: an official photo and a user uploaded photo. The official photo must be uploaded by an administrative user. If a user's account has both an official photo and a user uploaded photo, the official photo will be used first.

User photos appear through out Elentra. Some examples include in People Search and when triggering or completing Assessment and Evaluation forms.

Photos can be imported through the user interface in a user's profile but there is also a photo import tool that a developer can use to bulk import multiple official photos.

Please note that if a user does not want his/her photo displayed in Elentra s/he can change his/her privacy settings in the user profile. If users select Minimum Profile their photos will be hidden from other users.

Photo Import Tool

If you want to bulk import user photos you will need help from a developer. The work a non-technical staff member can do is to prepare a folder of the required photos. Each photo should be named using Lastname_Firstname.jpg or studentnumber.jpg. You don't have to worry too much about the size of the photos since Elentra will automatically resize them as needed.

Profile Photo Upload by User

If users want to upload their own profile photos they can do so through their profile. On the main Personal Information page, users can hover over the empty photo spot and click Upload Photo to add a photo.

Note that they can toggle between the official and uploaded photos to view the two photos they might have on file.

A user can't delete his or her photo. They can upload a new photo to overwrite their existing uploaded photo.

Manage Cohorts

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.

Student Management

There are a variety of tools available to help manage student records while they are active in your organisation.

User Profile: Store basic information like name and contact information
User Meta Data: Store additional information like vaccination records, background checks, etc.
Incident reports, disciplinary action and formal remediation can also be recorded through Elentra
Medical Student Performance Records: Pull in existing data from Elentra and allow learners to submit additional documentation to forward to residency matching bodies
Observerships: Allow learners to request observerships and have them be approved (or not) by curriculum coordinators
Leaves of Absence: Track leaves of absence
Attendance Tracking: Track learner attendance at the event level

Some of these topics have their own help sections while others are addressed below.

Disciplinary Actions

When an organisation wishes to record disciplinary action taken in response to a student's behavior, they can do so using the Discipline feature of the student's user profile.

Note that the Manage Incident feature might also be useful in this context and more information about Manage Incidents can be found in the User Management help section. Note that whereas Incidents is available to use with any user, Discipline is available only on student user profiles.

How to add a disciplinary action to a learner's profile

Navigate to Admin>Manage Users.
Search for the appropriate user and click on his/her name.
From the Student Management box on the left sidebar, click 'Disciplinary Actions'.
Click 'Add Disciplinary Actions' to create a new disciplinary action.
Provide the relevant details and click 'Add Action'. Unlike Incidents, the creator of a disciplinary action will not automatically be recorded and displayed.
Currently, learners can't view their own disciplinary actions.
To delete an existing action click the red minus icon beside the relevant action.

By default learners can not see their own discipline records through Elentra and such records are only accessible by users with admin roles.\

Creating and Managing Events

Medtech:admin, staff:admin, and staff:pcoor users can add events to courses in Elentra. They can either create an event through the user interface and make it immediately accessible to users in Elentra, or create a draft event schedule to build events for future courses and publish the schedule when finalized.

To create individual events that appear immediately in the schedule, navigate to Admin > Manage Events and click 'Add New Event'. At that point, follow the instructions in the Manually Add New Event section below. Using this method, the event will be live in Elentra once saved.

To create a schedule of draft events that can be populated with dates, times, locations, associated faculty, learners, etc. you must be logged in as an administrator or as a pcoordinator who is assigned to a course. Once a draft schedule is created, you can populate it with events by building them through the user interface, or importing a csv file.

If a course with events already exists, you can optionally copy forward existing events into a new draft event schedule. This may be the fastest option if you have a relatively stable course that is being offered a second time. Please see additional details about copying an existing event schedule here.

Creating A Draft Schedule of Events

Updated in ME 1.22!

Navigate to Admin > Manage Events.
Click 'Manage My Drafts'.
Click 'Create New Draft'.
Provide a logical draft name and an optional description (this will only be visible to users accessing the draft).
Copy Forward Existing Learning Events will appear greyed out. Click on this heading to make additional selections about your draft including whether or not to automatically assign curriculum periods to draft events.
- The typical recommendation is that you leave the box checked to automatically assign curriculum periods to your events.
Click 'Create Draft'.
You will be redirected to your created draft.
Note that at this point a greyed out Draft Information heading will display.

Draft Schedule Permissions

If you would like to give additional users access to edit a draft schedule, you'll need to add them as authors to the draft.

Navigate to Admin > Manage Events, and click 'Manage My Drafts'.
Click on the appropriate draft and then click the greyed out Draft Information heading.
Add users to Draft Authors by beginning to type a name and clicking on the appropriate name in the displayed options.
Click 'Save Changes'.
In stock Elentra you'll be able to add staff:admin and faculty:director users to draft schedules. If you need to add other user types as draft authors you'll need developer assistance to make a change to your installation.

Add New Events Through the User Interface

You have two options when adding events through the user interface, Quick Add Events or Add New Event.

Quick Add Events allows you to add multiple events to your schedule without initially providing event details.

Click 'Quick Add Events' and a new event will be added to the list. It will contain no details so is not yet valid for publication.

Add New Event allows you to add events one by one and provide details about each as you build it.

Click 'Add New Event'.
Complete the required information, noting the following:
- Select Course: All events must be affiliated with a course. For this reason some organizations create a general course for non-curricular events if needed.
- Event Type: This will display to the event audience. If you hover over an event type you'll see its description. The list of event types can be customized by an organization (please see details here).
  - Note that you can add multiple event types to a single event (e.g., 60 minutes lecture, 60 minutes small group work).
- Duration: Elentra will automatically put a default duration for each event type segment added. With developer assistance, you can set what the default duration should be via the database. You can also set the duration minimum and maximum in the database. (Developers - see "LEARNING_EVENT_MIN_DURATION", "LEARNING_EVENT_MAX_DURATION" and "LEARNING_EVENT_DEFAULT_DURATION in the settings.inc.php file.)
- Title: This will display to the event audience and will also be used in other modules of Elentra where you might be linking something to an event (e.g. posting an exam to an event).
- Start Date and Time: This is required and controls the start date and time of the event.
- End Date and Time: By default, the end date and time will be automatically calculated based on the event start date and time and the duration of the event. If you want to create a long event to display on the learner calendar for one or more days, check the tick box and enter a different end date and time.
- Curriculum Period: The curriculum period will automatically be populated based on the course and start date and time of the event. Setting the curriculum period helps the system filter the audience for your event. If the date of an event is included in two or more curriculum periods you can select the appropriate curriculum period. You can also optionally set the curriculum period to None.
  - There are times when an event falls on a date that could be in more than one curriculum period. How you assign curriculum periods will impact the audience of the event.
    For events on dates that could be in more than one curriculum period:
    If no cperiod is defined for an event, and event is set to audience of all enrolees, all learners will see the event.
    If a cperiod is defined for the event and the event is set to audience of all enrolees, only the learners enrolled in the course for the matching cperiod will see it.
Event Series: Use this option if you are creating recurring events (e.g. you want to schedule 10 identical events for 10 small groups). Please see more detail here.
Event Location: Define where the event will be. **** This will display to the event audience.
- If your organization has sites, buildings and rooms configured you can assign the event to an existing room.
  - Note that Elentra requires you to provide a room for an event, not just a building or site.
  - If you need to add locations to your organization please see more detail here.
- If you want to type in a location, pick 'Other location' from the dropdown option (urls entered here will become clickable links on the event page).
Course Unit: This option will only be visible if you have weeks and units enabled for your organisation.
- If no units display make sure that you have created units within the course through Admin>Manage Course on the Units page for the relevant course.
- Additional instructions are available in the Units help section.
Associated Faculty: Add teachers to this event by beginning to type a name, clicking on it and clicking 'Add'. Note that you can define an associated user as a teacher, tutor, teacher's assistant or auditor.
Associated Learners:
- All Learners Enrolled: This option is selected by default when creating events.
  - This option is useful if you plan to roll forward a schedule from one year to the next. All learners enrolled in the course, for the curriculum period defined in the event, will see the event.
- Custom Event Audience: This allows you to assign a cohort, course group, or individual(s) as the event audience.
  - If you add multiple cohorts or groups to an event you'll be able to specify how much time each group will exposed to for the event. For example, if you assigned a medicine cohort and a pharmacy cohort to a sixty-minute event you could indicate that the meds students will be there for the full hour, while the pharmacy students will be present for thirty minutes. To use this tool, add your audiences and then click on the grey clock icon beside the cohort/group name. This will open an Event Audience Time Override window where you can click and drag the slider (from either side) to set the appropriate time for the audience you're working with. Click the 'Warn me' checkbox if you want to be alerted to overlapping times. Click 'Close' to save your changes. When times have been adjusted for specific audiences the small clock icon will display green.
Color: If you select a colour here it will display on the learner calendar and override any course colour, event type colour or default colour you have set up for your organization.
Event Options:
- Allow learners to view who else is in this Learning Event: **** If checked this will allow learners to see who else should be at an event.
- Learner attendance required: If checked the teacher of an event (or an administrator) be able to record attendance during the event itself. Please see more details about Attendance options here.
- Enable Location Attendance Taking for this Learning Event: This is used for geo-location attendance tracking (i.e., letting learners mark their own attendance based on their physical proximity to a building).
- This is a Team-Based Learning (TBL) Event: This will only display if you have TBL enabled for your organization. Checking this box will allow the event to have the TBL user interface elements displayed assuming you have associated exams with the event (e.g., iRAT and tRAT).
Time Release Options: Leave this empty to allow users in the event audience to access the event at any point. Completing these fields will restrict when learners will be able to view and access the event. Note that there is another tool that allows you to apply time release options to specific resources when adding them to learning events.
Click 'Save'.
- By default when you save this page you will directed to the event content page. If you'd like to go somewhere else, use the dropdown menu to select your destination after saving. Then click 'Save'.

Adding Resources to a Draft Event

Introduced in Elentra ME 1.22, once events are created in the draft schedule users can optionally add resources to the event.

From the draft schedule list view of events, click the hyperlinked number in the Resources column.
Drag and drop a file OR click on Add a Resource to work through the resource wizard and provide more detail about the resource (e.g. resource type, minutes to complete, etc.)
Note that you can also sort resources into sections in draft mode. More detail about using sections is here.
Click the Setup tab to return to the Editing Event page to add event details OR user the browser back button to return to the draft event schedule.

Event Resource box.com Integration

Elentra supports an optional integration with box.com to allow users to add event resources from a box.com account. A developer must configure database settings (box_api_token and box_api_token_expiry) to use this option and complete additional steps to make the box.com resources accessible in draft events. See more technical details here.

From a draft event schedule, click the Import & Export button in the top right.
Select 'Import Resources'.
You should see a list of all events in the draft event schedule on the left and a list of accessible box.com folders on the right.
Click on an event and the folder or subfolder or resources you want to add.

Import CSV File

Please note that on February 8, 2021 we updated the way csv files for draft event imports should be structured. If your Elentra installation uses ME 1.20.1, 1.19.2, 1.18.3 and your developer updated your installation to stay up to date, please use the revised instructions below.

You will need to have a file prepared with your schedule information. This could include date, start time, event title, audience, duration (in minutes), attendance required, etc. For a detailed list of the event information you should and can provide please see below.

Depending on the events you're scheduling it may be most efficient to copy events from an existing course in Elentra, modify the events, and import the file as your new schedule. For more details about this please see here.

Click 'Import CSV File'.
Drag and drop or browse your computer to find the required file and then click 'Import'.
Use the drag and drop tools to match the column headers in your CSV with the relevant fields in Elentra.
- Fields that are matched and green indicate required fields.
- Fields in the top section and in red are required and you'll need to add them to your CSV if you haven't already included them.
After you have matched your columns, click 'Import'.

If you need to update a draft schedule you have recently imported, make sure to export it first, update the csv, and then re-import the file. After you import the file the first time, draft event ids are automatically assigned by Elentra and replace the draft event ids you created. If you import your original file twice, you will duplicate your events.

Creating a CSV Schedule to Import

There are two common scenarios when creating draft event schedules:

Creating an entirely new schedule from scratch.
Rolling/copying forward events from an existing course. For more details about copying events forward please see here.

For a draft event schedule import, the following columns are required:

Course Code: This schedules the events in the correct course. You can find course codes on a course setup tab.
Event Types: This defines the event type and can hold multiple event types if needed (e.g., a two-hour session split between lecture and small group work).
- Event types must match the list of event types in your organization.
- If using more than one event type, and separate them with a semicolon and space (e.g., lecture; small group). Keep the order the same as the event type duration column.
Event Title: Enter the event title.
Date: Enter the date. Multiple formats are accepted.
Start Time: This is what time the event should start. Enter in 24 hr. format.
Event Type Durations: If you have multiple event types scheduled in one event, this column can be used to indicate how much time is allotted to each event type. Enter the time in minutes and separate times with semicolons and a space (e.g., 60; 60). Put the times in the same order as you list the event types.
- You must include this field for long events, even if you don't have multiple event types included.
- If there are not multiple event types scheduled during an event, this column should be identical to the Total Duration column.

You should also have:

Draft Event:
- If you are creating a completely new schedule of events (i.e. you did not roll forward a schedule), create an arbitrary number and enter it in this column (e.g. 22221, 22222, 22223, 22224, etc.).
- If you have exported a CSV of copied events, this column will already be populated for you.
Original Event:
- If you are importing a completely new schedule (i.e. you did not roll forward a schedule), this column can be left blank.
- If you have exported a CSV of copied draft events, this column will be populated with the unique id numbers of the existing events. This information should not be changed as the original event id will help Elentra know which resources, curriculum tags, etc. to associate with this event.

The following columns are optional to import on a draft event schedule:

Recurring Event:
- If you are creating a brand new schedule, enter the draft event id of the first event in the series in the recurring event column for the main event and each subsequent recurring event.
- If you are working with a schedule of events copied forward, you will see the identifier of the draft event number of the first event in the recurring series.
  - To add additional recurring events to a schedule, copy a line representing a recurring event. Edit the duplicated draft event so that it has a new, unique draft id number, and update the title, audience and location as required. Leave the original event information as it is.
- This field can take any integer value greater than 0.
Parent ID: This column is applicable only if the event is part of a recurring event series and is to be linked as a child to a parent event.
- If the event is a child event, enter the draft event id of the relevant parent event.
- If the event is not a child event leave this column blank.
- This field accepts any integer greater than 0.
Curriculum Period #: Specify which curriculum period the event should be associated with (or leave it blank). This is especially important if you have events on dates that fall in two different curriculum periods within the same curriculum layout. You need to use the curriculum period id from the database to provide this information (request it from a developer). Alternately, you can assign curriculum periods to events in the user interface after you have uploaded a csv.
Finish Date: Use this to create long events appropriate for assigning tasks to learners to complete over several days.
Finish Time: Use this to create long events appropriate for assigning tasks to learners to complete over several days.
Total Duration: This is the total duration for the event (including different event types). Enter in the number of minutes. If you are using long events, this represents the time a task is expected to take students.
Course Unit #: This is only applicable if you have units built for the relevant course. You need to use the course unit id from the database to provide this information (request it from a developer).
Location: Use this column only if you don't have sites loaded for your organization. Manually type what you'd like users to see.
Location Room: This can be used to indicate a building and room for an event. Enter the building code and room number (e.g., CH-100). You can find building codes in the Locations section of System Settings. If you are not a medtech or staff:admin user you may need to ask for the building codes to be provided to you as you won't be able to access System Settings. (Be aware that what displays on the learning event is actually the building and room name if a name was provided.)
Audience - Please note that if you'd like the audience for an event to default to the learners enrolled in the course you should not fill in any information in any Audience column.
Audience (Groups): If the course to which the event belongs is using the course groups function and one or more groups is the audience for this event, provide the group name(s) here. Group names can be found via Admin > Manage Courses > select course > Groups. Please note there was formerly a bug preventing course groups from properly associated with events, this has been fixed in ME 1.19.
Audience (Cohorts): If a specific cohort is the audience for this event, enter the cohort here.
Audience (Students): If individual students need to be added to the audience, provide the names in this column.
Audience (Faculty): If specific faculty are to be included in the audience, enter their institutional id. Separate multiple numbers with a semicolon.
Event Description: Enter the event description.
Attendance Required: If attendance is required for this event and will be taken via the Elentra attendance feature enter a 1. If the Elentra attendance feature will not be used for this event, enter 0.
Course Name: Enter the course name. (You can omit this since you've already provided the course code, however some people find it useful to include for their own reference.)
Term: This refers to the curriculum layout the course is a part of. Examples include terms, years, phases, etc.
Objective Release Dates: If there are specific release dates for the objectives linked to this event, enter 1. If not, enter 0.
Teacher Number/Email: Updated in ME 1.19 you can enter the institutional id or email address of any teachers to be linked to this event. Separate multiple numbers or emails with a semicolon.
Tutor Numbers: Enter the institutional id of any users to be linked to this event as tutors. Separate multiple numbers with a semicolon.
Teacher Assistant Numbers: Enter the institutional id of any users to be linked to this event as teacher's assistants. Separate multiple numbers with a semicolon.
Auditor Numbers: Enter the institutional id of any users to be linked to this event as auditors. Separate multiple numbers with a semicolon.
Free Text Objectives: This can be text and will populate the free text objectives box on the event content page (if such a box is enabled).
Teacher Name: This is not a required field and will not be checked by the system; however, some people find it useful to include in their CSV to more easily view who is teaching what.
Learning Event Color: If you supply a colour code here it will override any course colour set. (Note, you will not see this column in the event export.)

For a draft event schedule import, the following columns are required:

Course Code: This schedules the events in the correct course. You can find course codes on a course setup tab.
Event Types: This defines the event type and can hold multiple event types if needed (e.g., a two-hour session split between lecture and small group work).
- Event types must match the list of event types in your organization.
- If using more than one event type, and separate them with a semicolon and space (e.g., lecture; small group). Keep the order the same as the event type duration column.
Event Title: Enter the event title.
Date: Enter the date. Multiple formats are accepted.
Start Time: This is what time the event should start. Enter in 24 hr. format.
Event Type Durations: If you have multiple event types scheduled in one event, this column can be used to indicate how much time is allotted to each event type. Enter the time in minutes and separate times with semicolons and a space (e.g., 60; 60). Put the times in the same order as you list the event types.
- You must include this field for long events, even if you don't have multiple event types included.
- If there are not multiple event types scheduled during an event, this column should be identical to the Total Duration column.

You should also have:

Draft Event:
- If you are creating a completely new schedule of events (i.e. you did not roll forward a schedule), create an arbitrary number and enter it in this column (e.g. 22221, 22222, 22223, 22224, etc.).
- If you have exported a CSV of copied events, this column will already be populated for you.
Original Event:
- If you are importing a completely new schedule (i.e. you did not roll forward a schedule), create an arbitrary number and enter it in this column (e.g. 22221, 22222, 22223, 22224, etc.). The Draft Event and Original Event should match.
- If you have exported a CSV of copied draft events, this column will be populated with the unique id numbers of the existing events. You must copy the draft event ids into this column before uploading it**.**

The following columns are optional to import on a draft event schedule:

Recurring Event: This column can take any integer value greater than zero.
- If you are creating a brand new schedule, enter the original event id of the first event in the series in the recurring event column for the main event and each subsequent recurring event; events that have the same id will be grouped together as recurring events.
- If this is a recurring event you have copied forward, enter the draft event number of the first event in the recurring series.
Parent ID: This column is applicable only if the event is part of a recurring event series and is to be linked as a child to a parent event. If it is, enter the id of the relevant parent event. If the event is not a child event leave this column blank. This field accepts any integer greater than 0.
Curriculum Period #: Specify which curriculum period the event should be associated with (or leave it blank). This is especially important if you have events on dates that fall in two different curriculum periods within the same curriculum layout. You need to use the curriculum period id from the database to provide this information (request it from a developer). Alternately, you can assign curriculum periods to events in the user interface after you have uploaded a csv.
Finish Date: Use this to create long events appropriate for assigning tasks to learners to complete over several days.
Finish Time: Use this to create long events appropriate for assigning tasks to learners to complete over several days.
Total Duration: This is the total duration for the event (including different event types). Enter in the number of minutes. If you are using long events, this represents the time a task is expected to take students.
Course Unit #: This is only applicable if you have units built for the relevant course. You need to use the course unit id from the database to provide this information (request it from a developer).
Location: Use this column only if you don't have sites loaded for your organization. Manually type what you'd like users to see.
Location Room: This can be used to indicate a building and room for an event. Enter the building code and room number (e.g., CH-100). You can find building codes in the Locations section of System Settings. If you are not a medtech or staff:admin user you may need to ask for the building codes to be provided to you as you won't be able to access System Settings. (Be aware that what displays on the learning event is actually the building and room name.)
Audience - Please note that if you'd like the audience for an event to default to the learners enrolled in the course you should not fill in any information in any Audience column.
Audience (Groups): If the course to which the event belongs is using the course groups function and one or more groups is the audience for this event, provide the group name(s) here. Group names can be found via Admin > Manage Courses > select course > Groups. Please note there was formerly a bug preventing course groups from properly associated with events, this has been fixed in ME 1.19.
Audience (Cohorts): If a specific cohort is the audience for this event, enter the cohort here.
Audience (Students): If individual students need to be added to the audience, provide the names in this column.
Audience (Faculty): If specific faculty are to be included in the audience, enter their institutional id. Separate multiple numbers with a semicolon.
Event Description: Enter the event description.
Attendance Required: If attendance is required for this event and will be taken via the Elentra attendance feature enter a 1. If the Elentra attendance feature will not be used for this event, enter 0.
Course Name: Enter the course name. (You can omit this since you've already provided the course code, however some people find it useful to include for their own reference.)
Term: This refers to the curriculum layout the course is a part of. Examples include terms, years, phases, etc.
Objective Release Dates: If there are specific release dates for the objectives linked to this event, enter 1. If not, enter 0.
Teacher Number/Email: Updated in ME 1.19 you can enter the institutional id or email address of any teachers to be linked to this event. Separate multiple numbers or emails with a semicolon.
Tutor Numbers: Enter the institutional id of any users to be linked to this event as tutors. Separate multiple numbers with a semicolon.
Teacher Assistant Numbers: Enter the institutional id of any users to be linked to this event as teacher's assistants. Separate multiple numbers with a semicolon.
Auditor Numbers: Enter the institutional id of any users to be linked to this event as auditors. Separate multiple numbers with a semicolon.
Free Text Objectives: This can be text and will populate the free text objectives box on the event content page (if such a box is enabled).
Teacher Name: This is not a required field and will not be checked by the system; however, some people find it useful to include in their CSV to more easily view who is teaching what.
Learning Event Color: If you supply a colour code here it will override any course color set. (Note, you will not see this column in the event export.)

Assign A Curriculum Period to Draft Events

If you did not define a curriculum period for you event on your CSV import, you can optionally do so through the user interface. It is not a requirement to define a curriculum period, however it can be useful to help control the audience of events, especially if you have an event that occurs on a date that falls in two different curriculum periods.

Check off one or more events.
Click 'Assign Curriculum Period'.
You will see a period selector to the left of where you just clicked.
Select the appropriate curriculum period.
Click 'Apply to Selected'.
You will get a green success message and the Curriculum Period column for the relevant events will now be populated.

There are times when an event falls on a date that could be in more than one curriculum period. How you assign curriculum periods will impact the audience of the event.

For events on dates that could be in more than one curriculum period:

If no cperiod is defined for an event, and event is set to audience of all enrolees, all learners will see the event.
If a cperiod is defined for the event and the event is set to audience of all enrolees, only the learners enrolled in the course for the matching cperiod will see it.

Deleting a Draft Event

Tick the checkbox beside an event name (note that there is a select all box at the top of the column).
Scroll down and click 'Delete Selected'.
Review the events you've selected and scroll down to click 'Confirm Removal'.
You will get a green success message and be redirected back to the draft event list.

Deleting a Draft Schedule

If there have been significant changes to a draft schedule and you don't want to have to update your existing events but would rather start fresh you can always just delete a draft schedule.
Click the box beside the draft name and click 'Delete'.

Publish or Approve Draft Schedule

After you've added the necessary events, you need to publish or approve your draft; this will cause the events you created to be imported to the system and make them accessible for adding content.

From the list of draft events, scroll down and click 'Publish Draft'.
If you are returning to drafts you previously worked on you can navigate to your drafts, tick off the box beside the schedule(s) you want to publish and click 'Publish Drafts'.
Confirm your choice.

Your schedule will now show as 'approved' on your drafts list and within about an hour, the scheduled events will be live in your system. If the events are not visible to learners and you can still see and reopen your draft schedule, it's possible that the background action required to publish the schedule (a cron job) is not turned on or is set to run very infrequently. If needed, speak to a developer to investigate further.

Editing an Approved Draft Schedule

If you need to make immediately changes to a recently published draft schedule, you can reset it to open as long as the background action required (a cron job) has not happened yet.
Click the checkbox beside the schedule you want to open.
Click 'Reopen Drafts'.
Confirm your choice. Your schedule will now show as open again on your drafts list and you can click on it to edit events.