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A Periodic Performance Assessment (PPA) Form is designed to capture longitudinal, holistic performance trends. At least one item on a PPA form must be linked to an EPA for the form to be initiated on demand by users.
Within a given form, you can only tag curricular objectives (e.g., EPAs or milestones) from the same curriculum version. To ensure that you do not accidentally add an EPA from a different version, we recommend you create the form first and then "Create & Attach" new items to the form.
You need to be a staff:admin, staff:prcoordinator, or faculty:director to access Admin > Assessment & Evaluation to create a form.
Click Admin > Assessment & Evaluation.
Click on Forms from the subtab menu.
Click Add Form.
Provide a form name and select PPA Form from the Form Type dropdown menu; then click Add Form.
Form Title: Form titles are visible to end-users (learners, assessors, etc.) when being initiated on-demand. Use something easily distinguishable from other forms.
Form Description: The form description can be used to store information for administrative purposes, but it is not seen by users completing the form.
Form Type: You cannot change this once you have created a form.
On-Demand Workflow: On-demand workflows enable users to initiate a form on-demand using different workflow options (EPA, Other Assessment Form, Faculty Evaluation and Rotation Evaluation).
EPA: Use for forms tagged to EPAs that you want users to be able to initiate. Contributes to CBME dashboards.
Other Assessment Form: Use for forms that you want users to be able to initiate and complete on demand without tagging to EPAs; or, for tagged forms that you don't want to appear in the EPA list. Only forms with EPAs tagged will contribute to CBME dashboards.
Course: Program coordinators and faculty directors may not have access to multiple courses, while staff:admin users are likely to. If you have access to multiple courses, make sure you've selected the correct course to affiliate the form with.
EPA Version: Select the CBME Version that this form will be used for. After setting the version, you will only be able to tag EPAs from that version to this form.
By default, the Form Editor will load the most recent CBME version. Under "EPA Version", simply select the appropriate version. Click Save. If you want to build new forms for learners using Version 1, simply change the EPA Version to Version 1 and it will load the appropriate EPAs.
Permissions: Authorship permissions give other users access to edit the form. You can add individual authors or give permission to all administrators in a selected program or organization. It is highly recommended that you assign course/program-level permissions to all of your forms, as some filters rely on this setting.
To add individual, program, or organization permissions, click the dropdown selector to select a category, and then begin to type in the appropriate name, clicking on it to add to the list.
You can add multiple individuals, programs, and organizations to the permissions list as needed.
In order to use the "Programs" filter in the form bank and when learners initiate assessments/evaluations, you need to add Program-level permissions to each form.
Select the relevant contextual variables for this form by clicking on the checkbox. Adjust which contextual variable responses should be included by clicking on the gray badge. This allows you to deselect unneeded contextual variable responses which can make the form faster to complete for assessors.
If you want to include an Entrustment Rating on the form, click the checkbox. Select an entrustment rating scaled from the dropdown menu. Note that the responses will be configured based on the scale you select. It is also possible that the Item Text will be auto-populated based on the scale you select.
For the optional Entrustment Rating, set requirements for comments noting that if you select Prompted comments you should also check off which responses are prompted in the Prompt column. If you use this option and any person completing the form selects one of the checked responses, s/he will be required to enter a comment. Additionally, if the form is part of a distribution you'll be able to define how prompted responses should be addressed (e.g. send email to program coordinator whenever anyone chooses one of those response options).
The default Feedback and Concerns items will be added when the form is published.
Add form items by clicking 'Add Items', or click the down arrow for more options.
'Add Free Text' will allow you to add an instruction box.
If you add free text, remember to click Save in the top right of the free text entry area. Any free text entered will display to people using the form.
'Add Curriculum Tag Set' should not be used.
To create and add a new item, click the appropriate button.
Select the Item Type and add any item responses, if applicable.
Tag Curriculum Tags to your newly created item.
In the example below, because you are using a form that is mapped to "Version 2", the curriculum tag sets will be locked to "Version 2". This will ensure that you do not accidentally tag an EPA from a different version.
At least one item added to the PPA form must be linked to an EPA in order for the form to be initiated on-demand by users.
After you have added items to your form you may download a PDF, and preview or copy the form as needed.
Save your form to return to it later, or if the form is complete, click Publish. You will see a blue message confirming that a form is published. Unlike form templates which require a behind the scenes task to be published, a rubric form will be available immediately.
PPA forms can also be scheduled for distribution through the Assessment and Evaluation module.
My PPA or Rubric Form is not displaying a publish button. Why is this happening?
In order for a PPA or Rubric form to be published, you must have at least one item that is mapped to part of your program's "EPA tree". You will only see the "publish" button appear after you have tagged an item to either an EPA(s) or a milestone(s) within an EPA. After saving the item, you will now see a "Publish" button appear.
Is it a requirement to publish PPA and Rubric forms?
You only need to publish PPAs and Rubric forms if you wish to leverage the EPA/Milestones tagging functionality in the various CBME dashboards and reporting. You are still able to use PPAs and Rubric forms without tagging EPAs or milestones if you only need to distribute them, or select them using the "Other Assessment" trigger workflow. If you want any of the standard CBME items, such as the Entrustment Item, Contextual Variables, or the CBME Concerns rubric, you must tag and publish the form. Keep in mind that the assessment plan builder only supports forms that have the standard entrustment item on it - meaning, only published PPAs/Rubrics forms.
Do I need to publish a PPA before being able to attach it to a distribution?
No, the distribution wizard does not require you to publish the form before being able to attach it to a distribution. As long as you do not want to tag EPAs or Milestones, or have the form be reported in the CBME Dashboards, then you do not need to publish it.
Rubrics are assessment tools that describe levels of performance in terms of increasing complexity with behaviourally anchored scales. In effect, performance standards are embedded in the assessment form to support assessors in interpreting their observations of learner performance.
If you create a rubric form and at least one item on the form is linked to an EPA the form will be triggerable by faculty and learners once published. Results of a completed rubric form are included on a learner's CBME dashboard information.
Within a given form, you can only tag curricular objectives (e.g., EPAs or milestones) from the same curriculum version. To ensure that you do not accidentally add an EPA from a different version, we recommend you create the form first and then "Create & Attach" new items to the form.
You need to be a staff:admin, staff:prcoordinator, or faculty:director to access Admin > Assessment & Evaluation to create a form.
Click Admin > Assessment & Evaluation.
Click on Forms from the subtab menu.
Click Add Form.
Provide a form name and select Rubric Form from the Form Type dropdown menu; then click Add Form.
Form Title: Form titles are visible to end-users (learners, assessors, etc.) when being initiated on-demand. Use something easily distinguishable from other forms.
Form Description: The form description can be used to store information for administrative purposes, but it is not seen by users completing the form.
Form Type: You cannot change this once you have created a form.
On-Demand Workflow: On-demand workflows enable users to initiate a form on-demand using different workflow options (EPA, Other Assessment Form, Faculty Evaluation and Rotation Evaluation).
EPA: Use for forms tagged to EPAs that you want users to be able to initiate. Contributes to CBME dashboards.
Other Assessment Form: Use for forms that you want users to be able to initiate and complete on demand without tagging to EPAs; or, for tagged forms that you don't want to appear in the EPA list. Only forms with EPAs tagged will contribute to CBME dashboards.
Course: Program coordinators and faculty directors may not have access to multiple courses, while staff:admin users are likely to. If you have access to multiple courses, make sure you've selected the correct course to affiliate the form with.
EPA Version: Select the CBME Version that this form will be used for. After setting the version, you will only be able to tag EPAs from that version to this form.
By default, the Form Editor will load the most recent CBME version. Under "EPA Version", simply select the appropriate version. Click Save. If you want to build new forms for learners using Version 1, simply change the EPA Version to Version 1 and it will load the appropriate EPAs.
Permissions: It is highly recommended that you assign course/program-level permissions to all of your forms, as some filters rely on this setting. Additionally, using a form in a workflow requires that it be permissioned to a course.
Authorship permissions give other users access to edit the form. You can add individual authors or give permission to all administrators in a selected program or organization.
To add individual, program, or organization permissions, click the dropdown selector to select a category, and then begin to type in the appropriate name, clicking on it to add to the list.
You can add multiple individuals, programs, and organizations to the permissions list as needed.
In order to use the "Programs" filter in the form bank and when learners initiate assessments/evaluations, you need to add Program-level permissions to each form.
Select the relevant contextual variables for this form by clicking on the checkbox. Adjust which contextual variable responses should be included by clicking on the gray badge. This allows you to deselect unneeded contextual variable responses which can make the form faster to complete for assessors.
If you want to include an Entrustment Rating on the form, click the checkbox. Select an entrustment rating scaled from the dropdown menu. Note that the responses will be configured based on the scale you select. It is also possible that the Item Text will be autopopulated based on the scale you select.
For the optional Entrustment Rating, set requirements for comments noting that if you select Prompted comments you should also check off which responses are prompted in the Prompt column. If you use this option and any person completing the form selects one of the checked responses, s/he will be required to enter a comment. Additionally, if the form is part of a distribution you'll be able to define how prompted responses should be addressed (e.g. send email to program coordinator whenever anyone chooses one of those response options).
The default Feedback and Concerns items will be added when the form is published.
Add form items by clicking 'Add Items', or click the down arrow for more options.
'Add Free Text' will allow you to add an instruction box.
If you add free text, remember to click Save in the top right of the free text entry area. Any free text entered will display to people using the form.
'Add Curriculum Tag Set' should not be used.
To create and add a new item, click the appropriate button.
Select the Item Type and add any item responses, if applicable.
Tag Curriculum Tags to your newly created item.
In the example below, because you are using a form that is mapped to "Version 2", the curriculum tag sets will be locked to "Version 2". This will ensure that you do not accidentally tag an EPA from a different version.
After you have added items to your form you may download a PDF, and preview or copy the form as needed.
Save your form to return to it later, or if the form is complete, click Publish. You will see a blue message confirming that a form is published. Unlike form templates which require a behind the scenes task to be published, a rubric form will be available immediately.
Rubric forms can also be scheduled for distribution through the Assessment and Evaluation module.
Users can't access the form when initiating an assessment on demand. Why is this happening?
Check that your form is permissioned to a course and has a workflow (e.g. Other Assessment) defined.
My PPA or Rubric Form is not displaying a publish button. Why is this happening?
In order for a PPA or Rubric form to be published, you must have at least one item that is mapped to part of your program's "EPA tree". You will only see the "publish" button appear after you have tagged an item to either an EPA(s) or a milestone(s) within an EPA. After saving the item, you will now see a "Publish" button appear.
Is it a requirement to publish PPA and Rubric forms?
You only need to publish PPAs and Rubric forms if you wish to leverage the EPA/Milestones tagging functionality in the various CBME dashboards and reporting. You are still able to use PPAs and Rubric forms without tagging EPAs or milestones if you only need to distribute them, or select them using the "Other Assessment" trigger workflow. If you want any of the standard CBME items, such as the Entrustment Item, Contextual Variables, or the CBME Concerns rubric, you must tag and publish the form. Keep in mind that the assessment plan builder only supports forms that have the standard entrustment item on it - meaning, only published PPAs/Rubrics forms.
A supervisor form is used to give a learner feedback on a specific EPA and can be triggered by a learner or supervisor. Once an EPA is selected, the form displays the relevant milestones to be assessed. A supervisor can indicate a learner’s progress for each milestone that was observed and can provide a global entrustment rating. Comments can be made optional, prompted or mandatory in each section of the form.
When you create a supervisor form template and publish it, the system automatically looks at the EPAs, milestones, and contextual variables selected and generates the appropriate number of forms. If you kept 3 EPAs on the supervisor form template, the system will generate 3 unique forms (one per EPA) that are available to be triggered by a user.
You need to be logged in as a Program Coordinator, Program Director or staff:admin role to access Admin > Assessment & Evaluation.
Navigate to Admin > Assessment & Evaluation.
Click ‘Form Templates’ on the tab menu.
Click the green ‘Add Form Template’ button in the top right and a pop-up window will appear.
Type in a form name and select the appropriate form type from the dropdown menu. Select ‘Supervisor Form’.
If you have permission to access multiple programs, use the dropdown menu to select the appropriate program for this form. This option will only show up if you have access to multiple programs.
Click 'Add Form'.
Add additional form template information as required:
Template Title: Edit the form template title/name if needed.
Description: The form description can be used to store information for administrative purposes, but it is not seen by users completing the form.
Form Type: The form type was set when you created the form and cannot be changed here.
Course/Program: Program coordinators and faculty directors may not have access to multiple courses, while staff:admin users are likely to. If you have access to multiple courses, make sure you've selected the correct course to affiliate the form with.
EPA Version: If you have two (or more) curriculum versions in the system, the Form Template Builder will default to loading the most recent version. In the "EPA Version" tab, simply select the appropriate version.
If you want to build new forms for learners using Version 1, change the EPA Version to Version 1, click Save, and it will load the appropriate EPAs.
Permissions: Anyone added under permissions will have access to edit and copy the form. You may wish to include a program in the permissions field so that you can filter by this form type later on.
To add individual, program, or organisation permissions, click the dropdown selector to select a category, and then begin to type in the appropriate name, clicking on it to add to the list.
You can add multiple individuals, programs, and organisations to the permissions list as needed.
Include Instructions: Check this to open a rich text editor where you can provide instructions about the form to users. The instructions will display at the top of forms built from this template. The same instructions will apply to all forms published from this form template.
Select which EPAs can be assessed using forms generated from this template.
All EPAs assigned to a course are included on the template by default.
To remove EPAs, click the 'x' to the left of the EPA code. You can add back any required EPAs by clicking on the dropdown menu and checking off the tick box for a desired EPA.
Click the grey badge beside an EPA to display a list of all the milestones mapped to that EPA (all are selected by default). Remove milestones as needed and then click 'Save and Close’.
Deleting unnecessary milestones is one way to reduce the length of the form and reduce the time required to complete it.
Modify the milestones for each EPA as needed. Elentra does not enforce a maximum number of selected milestones per EPA.
Click 'Save'.
If you want all EPAs to have the same available contextual variables, leave all EPAs checked off.
If you’d rather specify which contextual variables apply to which EPAs simply uncheck an EPA and it will appear below with its own customizable list of contextual variables.
Select which contextual variables you want to include with which EPAs by checking and unchecking the tick boxes.
You may only select between 1 and 6 contextual variables per EPA per supervisor form.
By default, all of the options within a contextual variable are included on any forms made from the template.
Click the grey button beside a contextual variable to view the available contextual variable responses.
To remove specific responses from this template, deselect them. For convenience, you can also use ‘Check All’ and ‘Uncheck All’.
To allow users to select multiple CV responses when completing a form, check the multi-select box. If selected, the item created on the form will be a drop down multiple responses type, instead of single response type.
When you have made the required changes, click the blue ‘Save and Close’ button.
If you modify which contextual variable response options will be available on a template, the number in the grey badge will show how many responses have been included out of the total possible responses.
Click 'Save'.
All contextual variables will display on this list, even if a program doesn't have contextual variable responses set for that variable. If you attempt to select a contextual variable for which there are no responses set, you will get an error message that reads "No objectives found to display." Click the X on the red message to remove it and then select a different contextual variable to use.
Use the first dropdown menu to select the scale you want to use to assess enabling competencies or milestones. (Scales can be configured by a medtech:admin user via Admin > Assessment and Evaluation.)
Indicate whether comments are disabled, optional, mandatory, or prompted.
Disabled - Comments are disabled at the milestone level.
Optional - An optional comment box will appear for each milestone. Comments are not required for a form to be submitted.
Mandatory - A mandatory comment box will appear for each milestone. Comments are required for all milestones before a form can be submitted.
Prompted - A mandatory comment box will appear only for the prompted responses indicated. This is a popular option for responses at the lower end of a scale.
The default response feature allows you to prepopulate a form with the selected response.This can reduce time required to complete the form.
The Responses fields will be automatically populated depending on the scale selected in the first dropdown menu.
Click 'Save'.
From the first dropdown menu, select a Global Rating Scale.
Enter Item Text if needed.
Elentra allows organizations to optionally automatically populate the Item Text based on the selected scale. If you do not see Item Text you organization may require some additional configuration by a developer.
From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted.
The Responses fields will be auto-populated depending on the scale selected in the first dropdown menu.
Click 'Save'.
On each form template you create you’ll notice a greyed out area at the bottom including Next Steps, Concerns, and a place for feedback. This is default form content that cannot be changed except by a developer. These items will be added to all forms published from this template.
Click 'Publish' to make forms generated by this template available for use. Remember that the number of forms that will be created from a template depends on the number of EPAs assigned to the template.
Once a form template has been published, you can rearrange the template components for each form; however, you cannot makes changes to the scales or contextual variables. To make these changes, copy the form template and create a new version.
Please note that a behind the scenes task needs to run before your forms will be published. At some schools this may take up to an hour so expect a slight delay between when you publish a form and when it is available to be triggered by users.
Smart tag forms are template-based forms which are built and published without curriculum tags attached to them.
Curriculum tags are attached based on the selections made when triggering assessments using a smart tag form.
Smart tag forms can be assigned ‘Associated Curriculum Tags’ which will automatically be attach when selecting curriculum tags.
There are multiple database settings that are optional when using Smart Tag Forms.
cbe_smart_tags_items_autoselect
Determines whether smart tag items should be pre-filled on trigger
cbe_smart_tags_add_associated_objectives
Adds the associated objectives item to smart tag forms on trigger
cbe_smart_tags_items_mandatory
Determines whether smart tag items are required
cbe_smart_tags_items_assessor_all_objectives_selectable
Determines whether assessors can view all smart tag objectives in the learner tree, rather than the objectives in the learner tree
cbe_smart_tags_items_target_all_objectives_selectable
Determines whether targets can also see all selectable objectives, not just the ones applied via the Smart Tag form trigger process
cbe_smart_tags_items_all_objectives_selectable_override
Overrides the target and assessor *_all_objectives_selectable settings, if set
Open the Admin drop-down on the top menu and click Assessment & Evaluation.
Click the Form Templates tab.
Click the Add Form Template button.
Input the following:
Form Title (required)
Form Type: Smart Tag Form
Program (required): [select course name]
Click the Add Form button to create the form.
The creation of the form template will show you the Edit Form Template page.
Scroll down to Template Components.
In the Template Components, under the Associated Objectives to display on form drop-down, select the desired tag set objective.
Note: The tag set options of Allow tag set to be shown on a smart tag form and Allow tag set to be added to form templates must be selected in the Curriculum Framework Builder.
8. Click the Save and Next button to continue.
9. Select the desired Contextual Variables in the list of Contextual Variables.
10. Click the Save and Next button to continue.
11. Complete the remaining sections of the form as outlined in Add a Supervisor Form Template.
After creating forms using a form template, you can reorder form items on individual forms. This applies to published Supervisor Forms, Field Notes, and Procedure Forms.
Open the Form Template that you used to build the form of interest.
Click on the title of the form on which you wish to re-order items.
Click and drag on the “cross” icon to re-order the assessment items.
The changes will be saved automatically. This must be done for each individual form that you wish to re-order.
To review feedback provided about the assessment tools themselves, go to Admin>Assessment and Evaluation, and click Reports from the second tab menu (look under the Assessment & Evaluation header). Under Assessments, click on Assessment Tools Feedback Report. CBME form feedback will show up there. You can filter by course and form to refine the list of feedback. If you are logged in as a PA you will only have access to forms associated with your program.
A procedure form is an assessment tool that can be used to provide feedback on a learner’s completion of a specific procedural skill. Once a procedure is selected, specific criteria will be displayed. A procedure form can be initiated by a learner or faculty.
When you create a procedure template and publish it, the system looks at the number of EPAs and procedure contextual variable responses selected and generates the appropriate number of forms. If you keep 3 EPAs and indicate 10 procedures on the form template, the system will publish 30 forms that are available to be triggered by a user (one form per EPA per procedure).
To use the Procedure Form Template, a program must first:
Define contextual variables responses for the Procedure variable
Upload assessment criteria CSV files for each procedure. This provides the actual assessment criteria for each procedure.
You can upload different criteria (i.e., different assessment forms/items) for each procedure.
You can optionally use the same criteria for every EPA that will assess that procedure, or you can upload different criteria for every EPA that will assess that procedure.
You need to be logged in as a Program Coordinator, Program Director or staff:admin role to access Admin > Assessment & Evaluation.
Navigate to Admin > Assessment & Evaluation.
Click ‘Form Templates’ on the tab menu.
Click the green ‘Add Form Template’ button in the top right and a pop-up window will appear.
Type in a form template name and select the form type (Procedure Form) from the dropdown menu.
If you have permission to access multiple programs, use the dropdown menu to select the appropriate program for this form. This option will only show up if you have access to multiple programs.
Click 'Add Form'.
You will be taken to the procedure form template build page.
Template Title: Enter the title of the form. This will be seen by users.
Description: The form description can be used to store information for administrative purposes, but is not seen by users completing the form.
Form Type: This was set in the previous step and cannot be edited here.
Course/Program: Program coordinators and faculty directors may not have access to multiple courses, while staff:admin users are likely to. If you have access to multiple courses, make sure you've selected the correct course to affiliate the form with.
EPA Version: If you have two (or more) curriculum versions in the system, the Form Template Builder will default to loading the most recent version. In the "EPA Version" tab, simply select the appropriate version. Click Save.
If you want to build new forms for learners using Version 1, change the EPA Version to Version 1, click Save, and it will load the appropriate EPAs.
Permissions: Anyone added under permissions will have access to edit the form before it is in use and use the form if they are setting up a distribution. You may wish to include a program in the permissions field so that you can filter by this form type later on.
To add individual, program, or organisation permissions, click the dropdown selector to select a category, and then begin to type in the appropriate name, clicking on it to add to the list.
You can add multiple individuals, programs, and organisations to the permissions list as needed.
Include Instructions: Check this to open a rich text editor where you can provide instructions about the form to users (instructions will display at the top of forms built from this template). The same instructions will apply to all forms published from this form template.
Select which EPAs can be assessed using forms generated from this template.
All EPAs assigned to a course are included on the template by default.
To remove EPAs, click on the small 'x' to the left of the EPA code. You can add back any required EPAs by clicking on the dropdown menu and checking off the tick box for a desired EPA.
Click ' Save and Next'.
Note: You do not specify milestones for use on a Procedure Form.
By default, ‘Procedure’ will be selected as a contextual variable.This will require some additional information to be added to the system if the program you are working in hasn’t input procedure response options.
If you want all EPAs to have the same available contextual variables leave all EPAs checked off.
If you’d rather specify which contextual variables apply to which EPAs simply uncheck an EPA and it will appear below with its own customizable list of contextual variables.
In addition to 'Procedure', you may select between 1 and 6 contextual variables per EPA.
By default, all of the response options within a contextual variable are included on any forms made from the template.
Click the grey button beside a contextual variable to view the available contextual variable responses.
To remove specific responses from this template, deselect them. For convenience, you can also use ‘Check All’ and ‘Uncheck All’.
To allow users to select multiple CV responses when completing a form, check the multi-select box. If selected, the item created on the form will be a drop down multiple responses type, instead of single response type.
When you have made the required changes, click the blue ‘Save and Close’ button.
If you modify which contextual variable response options will be available on a template, the number in the grey badge will show how many responses have been included out of the total possible responses.
Click 'Save'.
Setting a Scale
Use the first dropdown menu to select the scale you want to use to assess enabling competencies or milestones. (Scales can be configured by a medtech:admin user via Admin > Assessment and Evaluation.)
Indicate whether comments are disabled, optional, mandatory, or prompted.
Disabled - Comments are disabled at the milestone level.
Optional - An optional comment box will appear for each milestone. Comments are not required for a form to be submitted.
Mandatory - A mandatory comment box will appear for each milestone. Comments are required for all milestones before a form can be submitted.
Prompted - A mandatory comment box will appear only for the prompted responses indicated. This is a popular option for responses at the lower end of a scale.
The default response feature allows you to prepopulate a form with the selected response.This can reduce time required to complete the form.
The Responses fields will be automatically populated depending on the scale selected in the first dropdown menu.
Click 'Save'.
From the first dropdown menu, select a Global Rating Scale.
Enter Item Text if needed.
Elentra allows organizations to optionally automatically populate the Item Text based on the selected scale. If you do not see Item Text you organization may require some additional configuration by a developer.
From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted.
The Responses fields will be auto-populated depending on the scale selected in the first dropdown menu.
Click 'Save'.
On each form template you create you’ll notice a greyed out area at the bottom including Next Steps, Concerns, and a place for feedback. This is default form content that cannot be changed except by a developer.
When the form is complete, a green bar will tell you the form can be published.
Click 'Publish' to make your template available for use.
Once a form template has been published, you can rearrange the template components for each form; however, you cannot makes changes to the scales or contextual variables. To make these changes, copy the form template and create a new version.
Please note that a behind the scenes task needs to run before your forms will be published. At some schools this may take up to an hour so expect a slight delay between when you publish a form and when it is available to be triggered by users.
In some programs residents may be required to log multiple procedures or encounters and only have a subset of those logged entries be assessed. Elentra does support a logbook outside the CBME module and some programs have opted to have residents use both tools to capture the full picture of residents' progress. For more detail on Elentra's logbook, please see here.
Before staff can build forms for use with CBE, you should confirm you have the following configured in Elentra:
any rating scales that will be used with form templates or forms
this includes global rating scales which will be used on any CBE forms, and
milestone rating scale, which will be used on form templates if you use them
while some organizations may already have Other Assessment workflows configured for generic forms, a developer will need to configure additional workflows to support the new form types to be used with CBE (e.g., rubric or Supervisor forms)
Building assessment forms for learners and faculty to access is an important step in using the CBE tools.
Two options for building forms exist:
Building forms with a template (e.g. supervisor, procedure, smart tag and field note forms)
Building forms without a template (e.g. periodic performance assessment (PPA) or rubric form)
Using a form template allows Elentra to quickly generate forms pulling in the relevant EPAs, milestones, contextual variables and rating scales defined by administrative staff. After form templates are published, they can be triggered by faculty and learners at any point. Form templates have defined items included and administrators can not add additional items to a form template. Examples of form templates are the supervisor form, procedure form, and field note form.
You can also build forms without a form template which gives you increased flexibility to add items of your own design. The rubric and PPA form have some required elements but you can also add additional items to these forms. As long as one item added to a rubric or PPA form is linked to an EPA the form will be triggerable by faculty and learners.
If a form is not something that a faculty or learner will trigger themselves, program administrators can create forms and send them out to be completed via distributions. A distribution defines who or what is being assessed/evaluated, who is competing the form, and when it is to be completed. Building items and forms to use with distributions is not a requirement if you only want to use on-demand forms. For additional information on building and distributing forms, please see the Assessment and Evaluation help resources here.
For Staff and Faculty Groups to have access to the CBME features in the Distribution wizard, a developer will need to add an additional resource_type called CBME into the elentra_auth.acl_permissions table to include the organisation that has enabled CBME (if your instance of Elentra has more than one organisation) and the two groups of staff and faculty with an app_id of 1 and only a read permission.
An example of this entry for an instance where CBME is enabled in organisation_id 1 and 3:
Before beginning to create items and build forms, confirm the following with your stakeholders:
whether to include form instructions (i.e., information displayed at the beginning of a form)
what milestone rating scale to use
what global entrustment rating scale to use and what the prompt for a global entrustment rating should read (note that you can have a developer configure this to be automatic if you wish)
whether to default any response options on items
whether to include prompted responses (note that as of Elentra ME 1.25 prompted response options on on-demand forms will NOT send notification to course staff or directors; only the default Concern Items appended to all CBE forms will send a notification)
whether to require comments for any prompted responses
CBME includes specific form templates to reduce the amount of work administrative staff have to do to create the assessment forms courses/programs will use. Elentra also supports generic forms (including rubrics) which can also be leveraged by the CBME tools including the individual dashboard, program dashboard and assessment plan builder. Specific details for each form type are included in other lessons but here is some general information about creating forms.
Form Permissions: These permissions dictate who has access to and can edit a form or form template while it is still a draft. To quickly make a form available to multiple users consider adding a program permission to the form (that will give anyone affiliated with that program (e.g. PA, PD) and with access to the administration of forms access to that form).
Note that a form must be permissioned to a course to be used in an on-demand workflow.
Form Instructions: To include instructions on a form template, look in the Form Template Information section and click the box beside 'Include Instructions.' This will open a rich text editor where you can type. What you type here will be included on all forms generated from this template. You could include specifics about the use of a form, the number of assessments a learner must complete, or even the key features of an EPA. Remember that each form produced will have the same instructions so if you include key features make sure they only relate to the applicable EPAs for the template.
Publish a Form: To make a form template generate forms to be available for learners or faculty to trigger you must publish the form template. Most installations of Elentra run a behind-the-scenes action to publish form templates every hour or so.
Editing a Form: Once a form template is published you cannot change the content of the resulting forms (you can change permissions or rearranged item order on published forms). If there is an error on a form you will need to copy the form, correct the error, and publish your new form. You can delete old forms but note that any already completed assessments will remain on the learner dashboard.
To use the learner dashboard and various form templates, an organization must have rating scales built. Elentra includes several default rating scales but organizations can also add their own.
There are four types of rating scales: default, dashboard, Global Assessment and MS/EC which stands for Milestone Scale /Enabling Competency. There is no user interface to modify the scale types and both Global Assessment and MS/EC are used on form templates including supervisor and procedure form templates.
There is a user interface to manage rating scales but only users with Medtech>Admin group and role permissions can modify scales. Note that scales are applied to an entire organization and can be accessed by multiple courses/programs.
Managing rating scales is part of the Assessment and Evaluation module; please see additional help resources here.
Note that as of ME 1.14, when a new rating scale is added by an organization there is some developer work that must be completed to make the rating scale available on form templates. If you are a developer, please see the resource below.
Elentra is designed to automatically populate the item text when you select a global rating scale. Using different scales will result in different questions populating the form. See examples below.
On-demand workflows enable learners to initiate forms on-demand using different workflow options. Administrators are able to select the on-demand workflow options when building a form.
There is developer work in the database required to set up workflows. (Please see file at bottom of the page.)
Please see additional details here.
A field note form template is used to give a learners narrative feedback about their performance.
When you create a field note form template and publish it, the system automatically looks at the EPAs and contextual variables selected and generates the appropriate number of forms.
Ensure you are logged in as a staff:admin user, or as a Program Coordinator or Program Director affiliated with a program.
Navigate to Admin > Assessment & Evaluation.
Click ‘Form Templates’ on the tab menu.
Click the green ‘Add Form Template’ button in the top right and a pop-up window will appear.
Type in a form template name and select the form type from the dropdown menu. Select ‘Field Note Form.’
If you have permission to access multiple programs, use the dropdown menu to select the appropriate program for this form. This option will only show up if you have access to multiple programs.
Click 'Add Form'.
You will be taken to the field note form template build page.
Template Title: This is the title of the form and will be seen by users.
Description: The form description can be used to store information for administrative purposes, but is not seen by users completing the form.
Form Type: This was set in the previous step and cannot be edited here.
Course/Program: Program coordinators and faculty directors may not have access to multiple courses, while staff:admin users are likely to. If you have access to multiple courses, make sure you've selected the correct course to affiliate the form with.
EPA Version: If you have two (or more) curriculum versions in the system, the Form Template Builder will default to loading the most recent version. In the "EPA Version" tab, simply select the appropriate version. Click Save.
If you want to build new forms for learners using Version 1, change the EPA Version to Version 1, click Save, and it will load the appropriate EPAs.
Permissions: Anyone added under permissions will have access to edit the form before it is in use and use the form if they are setting up a distribution. You may wish to include a program in the permissions field so that you can filter by this form type later on. To add individual, program, or organisation permissions, click the dropdown selector to select a category, and then begin to type in the appropriate name, clicking on it to add to the list. You can add multiple individuals, programs, and organisations to the permissions list as needed.
Include Instructions: Add additional text at the beginning of the form by clicking the small tick box beside ‘Include Instructions.’ This will open a rich text editor where you can enter text, images, hyperlinks, etc. This information will display to users when they complete forms published from this blueprint.
Specify which EPAs can be assessed using forms generated from this template.
All EPAs assigned to a course are included on the template by default.
To remove EPAs, click on the small 'x' to the left of the EPA code.
You can add back any required EPAs by clicking on the dropdown menu and checking off the tick box for a desired EPA.
Click the grey badge beside an EPA to select or remove specific milestones for forms built from this template.
Click 'Save'.
If you want all EPAs to have the same available contextual variables leave all EPAs checked off. If you’d rather specify which contextual variables apply to which EPAs simply uncheck an EPA and it will appear below with its own customizable list of contextual variables.
Select which contextual variables you want to include with which EPAs by checking and unchecking the tick boxes.
You can remove specific contextual variable responses by clicking on the grey button beside a contextual variable.
For convenience, you can also use ‘Check All’ and ‘Uncheck All’.
When you modify which contextual variable response options will be available on a template, the number in the grey badge will show how many responses have been included out of the total possible responses.
To allow users to select multiple CV responses when completing a form, check the multi-select box. If selected, the item created on the form will be a drop down multiple responses type, instead of single response type.
When you have made the required changes, click the blue ‘Save and Next’ button.
You may only select between 1 and 6 contextual variables per EPA per form.
All field note form templates include a Continue and Consider section in which faculty can record comments to provide feedback to learners. These sections cannot be edited in the Field Note Form Template.
From the first dropdown menu, select a Global Rating Scale.
Enter Item Text if needed.
Elentra allows organizations to optionally automatically populate the Item Text based on the selected scale. If you do not see Item Text prepopulated and you would like to, you'll need to speak to a developer about making that change.
From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted.
Disabled - Comments are disabled at the milestone level.
Optional - An optional comment box will appear for each milestone. Comments are not required for a form to be submitted.
Mandatory - A mandatory comment box will appear for each milestone. Comments are required for all milestones before a form can be submitted.
Prompted - A mandatory comment box will appear only for the prompted responses indicated. This is a popular option for responses at the lower end of a scale.
The Responses fields will be auto-populated depending on the scale selected in the first dropdown menu.
Click 'Save'.
On each form template you create you’ll notice a greyed out area at the bottom including Next Steps, Concerns, and a place for feedback. This is default form content that cannot be changed except by a developer.
Click 'Publish' to make your template available for use.
Once a form template has been published, forms created from it will live on the resident dashboard and can no longer be edited. The number of forms that will be created from a template depends on the number of EPAs assigned to the template.
Form embargo is an optional Elentra feature and must be enabled through a database setting (cbme_assessment_form_embargo).
When creating and editing forms the embargo option will only appear if the above setting is enabled.
If embargo forms exist and then the setting is later turned off then any new assessments created with the form will not be embargoed.
An embargo can be applied to CBME forms that are permissioned to a course (e.g. Rubric Form). It does not currently apply to Form Templates.
If an embargo is applied to a form, tasks using that form will not be released to the target until specific release conditions as set by the form creator have been met. (Note that the distribution wizard provides a similar option for peer-assessment tasks within a specific distribution.)
There are three options available when setting an embargo.
A Course Director or Program Director must release the assessment
To set up manual release, just check the "Embargo" checkbox. The assessment responses will be hidden from the learner until a program coordinator or course director for the course the assessment belongs to goes to the task and releases it to the learner.
You can optionally choose to send email notifications for tasks completed using this form. Check of the appropriate box(es) to enable email notifications.
When tasks with a manual release requirement are completed, Program Coordinators and Program Directors will be able to view the task and optionally release it to the target or the Competency Committee Member.
If tasks are released to learners, they will display under Tasks Completed on Me (information re: CBME dashboard pending).
If tasks are released to CC members, they will be visible when the CC member view the learner's Assessments tab (information re: CBME dashboard pending).
Tasks generated using this form will never be available to the target, only program coordinators and program directors will be able to view the completed tasks.
To set up a permanent embargo, check off "Embargo", AND check off "Permanent Embargo?"
Tasks generated using this form will not be available to the target unless the target has completed at least one task using one or more other specific forms).
To set up this option, click on "add completion requirement". That will make the responses become visible to the learner as soon as the other form (selected from the dropdown) is complete.
Tasks that are embargoed will display an embargoed label on the target card.
Embargoed forms can be used in distributions or on-demand assessments.
All tasks generated using an embargoed form will have these embargo release conditions applied, regardless of on-demand completion method (e.g. complete and confirm via PIN, email blank form, etc.)
It is possible for an embargo to be applied even if a task related to the completed assessment would normally require action from the assessee.
Since the embargo release function is carried out by course contacts, this feature is only available to forms which have a course relation.
Embargo form behaviour conflicts with another Elentra tool - the ability for evaluators to immediately release their completed task to the target. Because of this a check was added to ensure that this question does not appear if the task is using an embargo form.
Learners and their affiliated faculty and program administrators can track assessment form completion by navigating to the learner's CBME dashboard.
Click on the Assessment and Evaluation badge at the top of the page. Click the My Learners tab and click on CBME Dashboard below the relevant learner name.
From the learner's CBME dashboard click on Assessments. Scroll down past the Filter Options until you see a set of tabs including Completed, In Progress, Pending, and Deleted. Choose the appropriate tab to review assessment form completion.
Click on the Assessment and Evaluation badge at the top of the page. Click the My Learners tab and click on Assessments below the relevant learner name.
These pages provide information on tasks triggered by faculty and learner's as well as tasks assigned through distributions and provide access to some reporting. For more information see the Reviewing Progress>Assessments Page help section.
PAs can view a faculty's tasks from the Assessment and Evaluation tab. It works almost the same as the learner's assessment page but is accessed from the Faculty tab.
When a PA sets up assessment and evaluation tasks to be completed via distributions, progress can quickly be viewed via the Assessment and Evaluation module.
There is no user interface to configure the item text used with each scale. This is controlled through the database; if you need to create a scale and will be using it as a global rating scale please speak to your project manager or a developer.
Navigate to Admin>Assessment and Evaluation. PAs can switch between viewing Assessments and Evaluations and can navigate through outstanding, upcoming, and deleted tasks. PAs can also filter by delivery type and can send a reminder or delete a task from the A+E dashboard.
